Administrative Assistant (Administrative Support)

Office Administrative Assistant

This role will consist of creating purchase orders, helping with billing and invoicing, managing the office supplies inventory and administrative duties for the office including ordering coffee, refilling coffee cups, etc. The manager is looking for candidates with background in data entry and accounting. Candidates should be detail oriented and able to navigate tools like Coupa and Oracle. The manager is not interested in candidates who previously worked as receptionists. Candidates should possess 5 to 10 years of relevant experience. A background in personal banking or accounting would be highly preferred. While software training will be provided, prior experience in handling purchase orders (POs) and invoicing is essential.

Key Requirements:

• Requires 1-3 years of experience in the field or in a related area.
• Requires a high school diploma or equivalent.

Knowledge, Skills & Abilities:

• Basic knowledge of MS Office skills including Word, Excel and PowerPoint are required.
• Clear oral and written communication skills and a strong command of the English language.
• Ability to maintain confidential information.
• Ability to work in a team environment.
• A professional appearance and telephone manner is essential.
• Knowledge of use and operation of standard office equipment Continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

Working Conditions, Mental & Physical Demands:

• Typically works in an office environment with adequate lighting and ventilation, and normal range of temperature and noise.
• Requires communications with department, marketplace and Region personnel, and external marketplace.
• Work assignments at times are routine and repetitive; detailed instructions are provided by the supervisor.
• Work has some stress due to imposed due dates of communications and/or material.
• Some physical effort is required to remain in sitting position for prolonged periods while concentrating on a specific task.
• Job results are dependent upon proficient application of one or more dexterity skills, i.e. keyboard and phone system.

Responsibilities:

• Provides exceptional support and service-related support to clerical and administrative duties through all mediums including correspondence, presentations, manuals, newsletters, meetings company activities, etc.
• Under immediate supervision provides general administrative support including: Creates proofs, revises and edits written material as needed.
• Creates and maintains departmental filing systems.
• Uses and coordinates maintenance for local office equipment.
• Coordinates logistics for meetings, net meetings and conference calls: location, communication, resources, etc.
• Serves as Scribe for meetings as needed.
• Maintains department logs, reports, and/or data entry for functional databases.
• Cross-trains and learns other responsibilities within the team and provides assistance as needed.
• Builds professional relationships with customers and other teams.
• Assists receptionist and switchboard operators as necessary.
• May coordinate with Finance for resolution of budget variances and/or expense application.
• Responsibilities also include of working as Receptionist and greeting/assisting, answers telephone lines, updates calendar, makes travel arrangements, handles internal and external correspondence.
• Performs other duties as assigned.