Administrative Assistant
2 months ago
This position is primarily office based and involves administrative support up to and including clerical duties, filing of regulatory documentation, maintaining computer files and organization of the maintenance library for the maintenance management for the facilities.
Essential Functions
- Provides general administrative support to the Maintenance group at the facilities
- Responsible for generating purchase requisitions for, vendor setup, assist with correspondence for price quotes and deliveries, and researching discrepancies for Maintenance
- Duties also include processing/tracking invoices, supporting documentation and purchase orders for accuracy and receiving in SAP.
- Serves as the Document Control Administrator for Maintenance group.
- Update and Create Maintenance Procedures and upload versions in Content Server
- Maintains an up-to-date list of Maintenance personnel including addresses and contact information.
- Maintains call-out schedule for Maintenance group.
- Administers the Maintenance intranet home page.
- Reviews and verifies Maintenance Superintendent expense account statements to ensure correct categorization, coding and submit for Superintendent approval. - Assist in coordinating employee events.
- Assist with SES entry for the terminal - Monitor supply cabinets and place office supply and breakroom orders
- Support Technicians with completing work orders/test reports in SAP
- Coordinates sends/receives and distribute all mail to appropriate parties - Coordinates courier service needs to support of departments
- Maintains office areas, work orders, equipment and housekeeping of Maintenance Building and Control Systems Building (old Re-gas Control Room)
- All SES entry for nested contractors Primary Duties and Responsibilities Assist the warehouse and procurement as needed
- Enter SAP Work Notification as instructed by the maintenance team
- Enter Purchase Requisitions for the maintenance team as instructed
- Enter IT request for the maintenance department as needed
- Assist Human Resources with company and community events as needed
- Record Minutes of important meetings as needed.
- Other duties as assigned and deemed necessary by management
Required Skills
- 5+ years related experience in an industrial office environment working directly with the community and management level team members.
- Demonstrated professionalism - Good written and verbal communication skills
- Strong interpersonal and organizational skills
- Must be proficient (perform the skill with limited assistance) in the use of PC equipment and software including Windows and MS Office products (MS Outlook, Word, Excel, Power Point)
- Maintain strict confidentiality
- Strong ability to coordinate and prioritize multiple projects and tasks.
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