Administrative Assistant II

Job Title

The incumbent will provide administrative and clerical support as directed to meet site objectives. Incumbent may also be assigned additional duties as directed, including, but not limited

Job Duties:

• Managing new hire onboarding support
• Procurement of goods and services - submitting purchase requisitions, processing invoices, tracking purchase orders, ordering supplies; Liaison between site and key vendors - water cooler distributor, Cintas uniforms, Vallen and Fastenal
• Sorting mail/packages and distributes to the site departments
• Supports meetings and event functions by reserving and preparing meeting rooms, ordering lunches and materials for events, offsite functions/dinners. Several big employee events are Family Day picnic and Holiday Party which involves working with multiple vendors to provide services
• Shipping/receiving support, processing work requests and generating work orders
• Assists departmental staff with scheduling third-party services, verifying work order service tickets, and confirming invoice accuracy before approval.
• Follows site safety rules and promotes their observance in performance of job duties
• Process work cycles in SAP to pay invoices
• Manage site communications (Intranet site, digital board, sitewide emails, produce site newsletter)
• Manage site employee safety boot program
• Order promotional items for site
• Manage Iron Mountain services and supplies (document retention, shredding)
• Help facilitate quarterly townhalls for site director
• Maintain a clean and orderly work area
• Performs other work-related duties as assigned.

Required Qualifications:

• High School Diploma
• 3-5 years of administrative and/or procurement experience
• Must have excellent communication (written and verbal) and customer service skills
• Must be detail-oriented and able to read and interpret company policies, procedures, and guidelines
• Strong time-management and organizational skills
• Must be proficient in Microsoft Office software (Word, Excel, PowerPoint, Outlook)
• Must be able to lift and/or move up to 40 pounds
• Working knowledge of corporate spending reports

Preferred Qualifications:

• Proficiency in SAP platforms (procurement and maintenance functions) and Lotus Notes
• Strong data analysis
• Shipping & Receiving and/or mailroom experience
• Vendor management experience

Comments/Special Instructions:

Skills:

• Expertise in microsoft suite of programs
• Ability to use SAP invoicing software

Duties:

• Event planner of site employee events
• Liaison between site and key vendors - water cooler distributor, Cintas uniforms, Vallen and Fastenal
• Process workcycles in SAP
• Manage site communications (Intranet site, digital board, sitewide emails, produce site newsletter)
• Sort mail for site
• Order supplies for ERT training sessions
• Manage site employee safety boot program
• Manage new employee orientation
• Order promotional items for site
• Manage Iron Mountain services and supplies (document retention, shredding)
• Help facilitate quarterly townhalls