Administrative Assistant

About the role

The Administrative Assistant assists with all aspects of general office administration and coordination activities. In this role, you will communicate with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload, and recommend changes in office practices or procedures. This role requires someone who works well in a fast-paced environment, demonstrates high adaptability to change, and radiates professionalism in all communications with both internal and external contacts.

Responsibilities

• Financial & Vendor Administration
  • Create, issue, code, track POs (Purchase Orders), and match to vendor invoices
  • Resolve and troubleshoot invoice disputes
  • Initiate new vendor registrations and submit vendor change requests as needed
  • Ensure compliance with company credit policies and procedures
  • Assist with P-Card/Expense coding in Concur
  • Coordinate 1099 vendor requirements
  • Assist in completing various vendor MSA (Master Service Agreement) requirements
• Administrative Coordination & Office Support
  • Data inputs, updates, and tracking for weekly/monthly meetings
  • Assist in the preparation of various reports
  • Organize and schedule appointments
  • Develop and maintain electronic records according to records retention schedule
  • Act as the point of contact for internal and external clients
  • Provide back-up support as needed for other administrative positions
  • Ensure process documentation (standard operating procedures) for administrative responsibilities are kept updated
• Inventory, Assets & Office Management
  • Assist in local inventory and asset tracking and controls
  • Create and submit AFE’s (Authorization for Expenditure) for local office
  • May assist in maintaining vehicle folders
  • Order and maintain office supplies, and branding inventory and materials
• Human Resources, QHSE & Employee Support
  • Coordinate employee random Drug & Alcohol testing in compliance with QHSE guidelines
  • Facilitate local candidate and new employee hiring process and ensure compliance with HR guidelines
  • May schedule interviews, assist new hires with resources, complete I-9s, and provide general assistance as needed
  • Ensure all payroll schedules are met, assist HR at the local level with matters concerning employee benefits and communication

Requirements

• Must possess and demonstrate strong interpersonal skills and effectively manage a diversity of individuals
• Strong customer-service orientation with customers and employees
• Proficient in Microsoft Applications: Outlook, Excel, SharePoint, and Word
• Oracle Cloud experience is a plus
• Able to maintain a high level of discretion and confidentiality
• Able to communicate effectively with all levels of the organization
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task

Qualifications

• High school diploma or equivalent
• Two years of relevant administrative or industry experience or equivalent