Administrative Associate

Pay Range: $22hr - $24hr Job Overview: Coordinates documents and gathers and inputs data related to assigned administrative support duties for a team, department, function, or organizational leader. Performs activities under a moderate degree of supervision. Key Responsibilities: Provides administrative support by conducting research, preparing statistical reports, and addressing routine information requests. Gathers, compiles, and verifies information and enters it accurately into documents such as reports, presentations, or forms, as well as office systems such as databases or spreadsheets. Assists with data collection, data entry, and report generation on various departmental activities. Assists with administrative functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Responds to or redirects routine inquiries from external or internal sources about the organization and department to ensure callers and visitors are answered promptly and accurately. Prepares documentation for payment of vendors, suppliers, and other third parties; submits documentation and enters payment requests into the accounting system; responds to inquiries from accounts payable and payees. Documents and maintains departmental policies and procedures. Participates as a team member on department-related business improvement assignments and projects as needed. Performs other routine administrative duties as needed per the established procedures of the organization. Administrative Duties: Answering phone calls: Direct callers to the correct department, help collect payments, and answer questions from customers or vendors. OTC reports and banking: Count cash drawer every morning, collect parts and service invoices, run morning OTC reports, and complete bank runs whenever cash is present. Ariba and PO creation: Maintain and create purchase orders, receive invoices once uploaded, and track payment status for vendor inquiries. HSE and Enablon: Complete monthly inspections, upload paperwork to the SharePoint site, and mark inspections as complete in Enablon. Cash aging: Review cash aging reports to collect payments, follow up with supervisors regarding uncollected payments, enter notes into Microsoft Teams, and update PM aging diary comments under customer accounts. BPTS research: Research invoices and purchase orders in BMS to code invoices for payment. Internals management: Create monthly work internals for parts and labor, distribute schedules to management and technical staff, and close out previous month internal records. Service Counter support: Assist with answering phones, collecting payments, and checking in new customers at the service counter as needed. Daily scanning: Scan all parts and service invoices to the common drive and upload them to the SharePoint site. EEEC planning: Coordinate with outside vendors and event leaders to organize quarterly events, track shipping details, and communicate with event organizers. Branch Events: Plan and coordinate food, assist with setup and teardown, and procure necessary event supplies. Training coordination: Schedule and set up required renewals for crane operation and CPR/First Aid training. Office supplies: Maintain and order necessary office supplies. Management support: Assist managers and supervisors with specialized projects and operational needs. Timecards and payroll: Log daily PTO and non-working hours, adjust technical downtime, and submit weekly timecards for management approval. TV Monitor Bulletins: Maintain and update announcements displayed on facility TV monitors. Month End Tasks: Execute routine month-end administrative closing activities. Coffee supply maintenance: Track inventory and manage coffee supply replenishment as needed. Top Skills: Punctual and Reliable. Computer Skills. Organizational Skills. Cynet Systems