Administrative Assistant

Job Description

Job Description

Position: Admin Assistant

Reports to: General Manager

Department: G & A

Status: Regular Full Time Position – Exempt/Salary

Position Value Proposition

Support project teams with daily administrative efforts to support needs of project, document control, purchase order for small buys, communicating with trucking companies, and vendors. Run reports out of Strumis and manage creating data reports for Management to review.

Key Performance Objectives/Responsibilities

· Purchase small components, supplies and parts from vendors.

· Issue purchase orders as directed by department manager or purchasing agent.

· Maintain a purchase tracking system using an Excel spreadsheet.

· Evaluate vendor quotes.

· Communicate with vendors, trucking companies, and Project Management team

· MTR and shippers

· Additional duties may be required as needed by Department Manager.

· Coordinate material movement from time of purchase.

· Complete waivers and liens

· Maintain schedules and deadlines on a timely manner

Core Competencies:

· Business Acumen - Knows how businesses work; knowledgeable in current and possible future policies, practices, trends, technology, and information affecting his/her business and organization; knows the competition; is aware of how strategies and tactics work in the marketplace.

· Conflict Management - Steps up to conflicts, seeing them as opportunities; reads situations quickly; good at focused listening; can hammer out tough agreements and settle disputes equitably; can find common ground and get cooperation with minimum noise.

· Customer Focus - Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

· Decision Quality - Makes good decisions (without considering how much time it takes) based upon a mixture of analysis, wisdom, experience, and judgment; most of his/her solutions and

suggestions turn out to be correct and accurate when judged over time; sought out by others for advice and solutions.

· Drive for Results - Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.

· Functional Technical Skills - Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.

· Negotiating – Can negotiate skillfully in tough situations with both internal and external groups; can settle differences with minimum noise; can win concessions without damaging relationships; can be both direct and forceful as well as diplomatic; gains trust quickly of other parties to the negotiations; has a good sense of timing.

· Planning - Accurately scopes out length and difficulty of tasks and projects; sets objectives and goals; breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results.

· Time Management - Uses his/her time effectively and efficiently; values time; concentrates his/her efforts on the more important priorities; gets more done in less time than others; can attend to a broader range of activities.

· Written Communications - Is able to write clearly and succinctly in a variety of communication settings and styles; can get messages across that have the desired effect.

Work Experience

High School Diploma or equivalent and at least 1 year of related experience.

Specialized Knowledge

As outlined in the Core Competencies, an individual must have thorough knowledge and an advanced understanding of each competency above in order to carry out the essential functions of this position. Specialized Knowledge is also required in the following areas:

Software & Technology

Personal Computer; phone; Computer Software includes: MS Windows /10, MS Office Word, Excel, Microsoft Project and Outlook, Stru-Mis.

Experience with Oracle, Sage and / or Timberscan is a plus.

Work Environment

Work is performed indoors in a climate controlled office environment. Ability to sit and/or stand for long periods of time throughout the day.

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