Administrative Assistant

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 diversified workload, recommends changes in office practices or procedures. In this role it is critical to be someone who works well in a fast-paced environment and have a high adaptability to change. We are looking for a problem solver who radiates professionalism in all communications with both internal as well as external contacts.

Role Priorities / Responsibilities

Financial & Vendor Administration

• Create/Issue, code, track POs (Purchase Orders) and match to vendor invoice
• Resolve and troubleshoot invoice disputes
• Initiates new vendor registrations and submits 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 of internal and external clients
• Provide back-up support as needed for other administrative positions
• Ensures 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
• Facilitates local candidate and new employee hiring process and ensures compliance with HR guidelines.  May schedule interviews, assist new hire 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.

Essential Knowledge, Skills, and Abilities

• Must possess and demonstrate strong interpersonal skills and can effectively manage a diversity of individuals.
• Possesses 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

Education or Certification required (if applicable):

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