Shared Services Admin

Administrative Assistant

The Administrative Assistant position is responsible for providing administrative support for the Administration and Production departments. This position is part of the Shared Corporate Service group.

Duties and Responsibilities:

• Assist Financial Controller with issuing Purchase Orders
  • Enter purchase orders in QuickBooks.
  • Obtain project manager's approval on PO's.
  • Scan and send approved purchase orders to vendors.
  • File electronic copies of purchase orders and supporting documentation.
• Follow-up with vendors to ensure confirmations are received.
• Follow-up with vendors if delivery dates are missed.
• Coordinate RMAs, as needed.
• Scan and file paid vendor bills.
• Confirm packing lists match the purchase orders.
• Scan and file packing lists.
• Create tech check folders, as needed.
• Maintain order tracking spreadsheet.
• Scan and file Quality documentation
  • Material Test Reports (MTRs)
  • Inspection Reports
  • Hydro-tests
  • Inspection reports and Hydro-test reports
• Manage project document distribution and filing systems, including electronic and hard copy files.
• Receive, track, and expedite vendor data, including internal review and approval cycles.
• Prepare project data books.
• Assist with the management of project databases.
• Maintain current transmittal logs.
• File communications on project server as directed by the project team.
• Responsible for general office management and support, including maintaining inventory and ordering office supplies.