Position Overview

As an Administrative Assistant, you will support the team by tracking departmental projects and serving as a liaison between employees, other departments, and vendors. In this role, you’ll provide daily administrative support to the Department Manager and broader team, managing schedules and assisting with preparation for meetings. You will also assist the Engineering and Maintenance department with a variety of clerical, administrative, and technical functions.

Job Description

Description

• Daily tracking of projects including developing and maintaining project plans, budgets, and staffing requirements. Ensures that all team members involved are on target for successful completion of the project.
• Manage the department calendar.
• Ensure department is prepared for all scheduled meetings; prepare materials, including presentations; facilitate others' participation to ensure meeting efficiency, etc.
• Compose letters, spreadsheets and PowerPoint presentations.
• Create and maintain filing system.
• Manage daily administrative tasks (filing, photocopying, mail, faxing, etc.).
• Tracking department invoices and expenses.
• Receiving and logging incoming service requests.
• Dispatching vendors and scheduling vendor and supplier meetings.
• Preparing, maintaining, and distributing service contracts.
• Creating, filing, and tracking purchase orders.
• Processing department work orders, timesheets, and vendor invoices.
• Supporting resolution of billing issues and managing vendor setup paperwork.
• Providing excellent customer service and interfacing with internal and external contacts.
• Answer phones and take accurate messages.
• Other duties as assigned.

Travel Required: No

Environment

Office : Office Temperature (65F to 75F)

Skills

Specialized Knowledge :

Special Skills : Advanced understanding of Microsoft Outlook, Word, PowerPoint, Excel.

Skills: Proficient with Gmail, Google Drive, and Google Sheets.

Physical abilities:

Other: High standard of integrity and reliability; ability to remain strictly confidential is a must.

Years Of Experience

2-5 : relevant experience; prior experience supporting senior level executives preferably someone with experience supporting multiple executives.

Qualifications

High School Diploma - General Studies

Shift

1st Shift (United States of America)