Administrative Assistant (Purchasing Clerk)

JOB SUMMARY

The Administrative Assistant will perform various office duties which require knowledge of office systems and procedures, including supporting billing functions.

RESPONSIBILITIES

• May assist billing team with customer billing and related administrative tasks.
• May track orders and confirm deliveries as needed.
• Support purchasing activities such as travel arrangements, organizing office lunches, ordering office supplies and similar tasks.
• Verify purchase order details, pricing, and vendor information to ensure data integrity.
• Maintain organized records of purchase transactions and supporting documentation.
• Communicate with vendors and internal departments to resolve discrepancies or missing information.
• Support the Billing Department with additional administrative tasks as required.
• Sort and distribute mail.
• Work independently and within a team on special non-recurring and ongoing projects.
• Always maintain a professional appearance and demeanor, serving as a representative of the company to visitors, clients and colleagues.
• Act as project manager for special projects, which may include coordinating facility maintenance, planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
• Answer telephones, direct calls, and take messages.
• Compile, copy, sort, and file records of office activities, business transactions, and other activities.
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Deliver messages and run errands.
• Inventory materials, supplies, and services.
• Complete work schedules, manage calendars, and arrange appointments.
• Compute, record, and proofread data and other information, such as records or reports.
• Type, format, proofread, and edit correspondence and other documents.
• Handle confidential and non-routine information when necessary.

MINIMUM AND/OR PREFERRED QUALIFICATIONS

• EDUCATION: High School Diploma (or GED or High School Equivalence Certificate) and work experience of 3 years in an office setting.
• EXPERIENCE: Minimum 3 years in progressive Administration Assistant roles.
• CERTIFICATES, LICENSES, REGISTRATIONS: None

SKILL REQUIREMENTS

• Administrative skills and experience.
• Attention to detail and ability to work independently.
• Organized with the ability to multi-task in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong computer skills and typing ability.
• Proficient in MS Office.

KEY COMPETENCIES

• Strategic thinker with a focus on profitable growth and operational scalability.
• Strong client orientation and ability to navigate complex, multi-stakeholder environments.
• Data-driven decision maker with expertise in project controls and key performance metrics.

PHYSICAL DEMANDS

• Must be able to sit and/or stand for extended periods of time.

WORK ENVIRONMENT

• Must be able to sit and/or stand for extended periods of time.

REASONABLE ACCOMMODATION

• Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Company’s business operations.

OTHER DUTIES

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job.
• Duties, responsibilities, and activities may change at any time with or without notice.
• Employees understand the above job description and agree to comply with and be subject to its conditions.
• Employee further agrees this job description does not alter his/her at-will employment status.
• Employees understand the Company reserves the right to delegate, remove, expand or change all responsibilities.
• Employees acknowledge that he/she can fulfill the above duties with or without reasonable accommodation.