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.
Role Priorities / Responsibilities:
- Process invoices/billing at local operational locations.
- Create/Issue, code track POs (Purchase Orders) and match to vendor invoice
- Resolve and troubleshoot invoice disputes
- Ensure compliance with customer billing requirements.
- Ensure compliance with company credit policies and procedures.
- Data inputs, updates, and tracking for weekly meetings
- Assist in local inventory and asset tracking and controls
- Create and submit AFE’s (Authorization for Expenditure) for local office
- Organize and schedule appointments
- Create and distribute email, correspondence, faxes and forms
- Assist in the preparation of reports
- Develop and maintain electronic records according to records retention schedule
- Order supplies for department and research new deals and suppliers for department
- Reconcile and submit expense reports
- Provide general support to visitors
- Act as the point of contact of internal and external clients
- Provide back-up support as needed for other Administrative positions
- Contribute to team effort by accomplishing related results as needed
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
- Stallion enforces a drug free workforce.
Skills Required
- High school diploma or equivalent
- Two years of relevant administrative or industry experience or equivalent
- Proficient in Microsoft Outlook, Excel, SharePoint, and Word
- Experience with Oracle Cloud
- Experience processing invoices, billing, purchase orders, and matching POs to vendor invoices
- Ability to resolve and troubleshoot invoice disputes and ensure billing compliance
- Experience reconciling and submitting expense reports and creating/submitting AFEs
- Strong interpersonal and customer-service orientation
- Excellent written and verbal communication skills
- Ability to maintain discretion and confidentiality
- Strong organizational skills with ability to multi-task
- Willingness to comply with a drug-free workplace policy
What We Do
Stallion Infrastructure Services is a business services and innovation company providing safe, reliable, and innovative infrastructure solutions for various worksites, aiming for smarter and greener outcomes.
.png)
