Administrative Assistant/Receptionist

1 month ago

Amarillo, Texas, United States Amentum Full time

Amentum is seeking an Administrative Assistant/Receptionist to join our team in Amarillo, TX.

This position supports the administrative functions of our maintenance team in Amarillo. Successful candidates will demonstrate strong communication skills, particularly in written communication, as well as good organizational skills and sound judgement to support a broad business scope and group objectives.

  • Typical work hours are Monday-Friday 7:00 am – 3:30 pm; hours may vary based on business demand.

Responsibilities:

  • Prepares answers to routine mail and inquiries.
  • Creating/maintaining phone lists
  • Onboarding new hires
  • Scheduling trainings and updating records
  • Receives incoming telephone calls and handles inquiries, takes messages, and transfers calls to appropriate party.
  • Monitors security cameras and building access.
  • Receives and sends packages and mailings as needed.
  • Typically uses common word processing and spreadsheet software packages. May use database, graphics, and desktop publishing office machines.
  • May perform duties associated with CMMS system.
  • Under limited supervision, provides routine administrative support for a department or administrative unit.
  • Purchase Order Management:
  • Facilitates communication between multi-site business customer and service vendors.
  • Submits purchase requisitions and works closely with customers to ensure timely approval, initiating or collecting supporting documentation as needed.
  • Initiates purchase change order to adjust funding, time limits and quotes as necessary.
  • Provides oversight for PO verification/validation.
  • Invoice Management:
  • Manages all aspects of invoice reconciliation, including validating accuracy of purchase order, work order and expense coding; confirming alignment with service quote and payment terms; verifying serviced has been performed; approval process; clearing unmatched invoices, etc.
  • Collaborates with management and customers regarding cost reduction.
  • Vendor Management:
  • Maintains vendor records by updating an ensuring accuracy of information.
  • Works to maintain current listing of site-based vendors
  • Financial Spend Tracking:
  • Partners with management to facilitate current year purchase order close out process.
  • Updates and maintains OnPoint Purchase Order and Vendor Contact areas.
  • Other duties as assigned by Manager or Supervisor.

Minimum Requirements:

  • High School Diploma or equivalent preferred, advanced business school / secretarial training preferred.
  • 3+ years of secretarial experience
  • Must speak, read, and write in both Spanish and English.
  • Must be able to work in the U.S. without sponsorship
  • Intermediate level experience with Microsoft Office Suite
  • Qualified applicants who are offered a position must pass a pre-employment substance abuse test.
  • This position will require the ability to obtain a security access badge at our client's location.
  • This position may require overtime, various shifts, weekends, holidays and alternative work schedules. Work schedules can change based on critical business needs.

Physical Requirements:

  • Some tasks will require repetitive wrist movement.
  • Some tasks will require the ability to walk extensively throughout facilities during a workday.
  • Requires the flexibility to bend/stoop, squat, kneel, reach/stretch, and move in a 90-degree fashion during workday.
  • Requires ability to read and understand information contained in a variety of documents or displayed on a computer screen.
  • Requires ability to use a variety of office equipment and to operate a computer keyboard to access data bases, to send/receive messages and to prepare documents.
  • Requires ability to attend meetings throughout the site.
  • Requires the ability to communicate with others on the telephone and in one-on-one or group discussions, meetings and presentations.
  • Demonstrated fluency in computer use including the full Microsoft product line.
  • Requires some moving of light to medium weight materials into desks, filing cabinets and other storage locations.
  • Requires the ability to interact with all clients in a professional and friendly manner despite periods of stress.

Special Requirements:

  • Wear steel toe safety shoes, safety glasses, gloves, hard hats, and other Personal Protective Equipment as needed.
  • Cope with demands (stressors) that are associated with the job and/or the work environment so that acceptable levels of performance and overall contribution are maintained.

Preferred Qualifications:

  • College experience preferred
  • Experience with an online purchasing system (MySupplyCabinet)
  • Experience with event planning
  • Experience using a CLMS
  • Experience using Lotus Notes
  • Experience with new hire on-boarding

Amentum is proud to be an Equal Opportunity Employer. Our hiring practices provide equal opportunity for employment without regard to race, religion, color, sex, gender, national origin, age, United States military veteran's status, ancestry, sexual orientation, marital status, family structure, medical condition including genetic characteristics or information, veteran status, or mental or physical disability so long as the essential functions of the job can be performed with or without reasonable accommodation, or any other protected category under federal, state, or local law.

Labor Law Posters )

EEO including Disability/Protected Veterans


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