Secretary
3 weeks ago
We are seeking a detail-oriented and organized Administrative Assistant to support our procurement and invoicing processes. The successful candidate will be responsible for researching bid opportunities, preparing bid documents, and managing the invoicing process to ensure timely payments from clients. This role requires strong research skills, attention to detail, and proficiency in administrative tasks.
Key Responsibilities:
Research bid opportunities:
- Identify potential projects and contracts through online research, industry publications, and government websites.
- Review bid documents, including requests for proposals (RFPs) and invitations to bid (ITBs), to determine eligibility and requirements.
- Maintain a database of bid opportunities, including deadlines and submission requirements.
Prepare bid documents:
- Coordinate with project managers and team members to gather necessary information for bid submissions.
- Draft and compile bid proposals, ensuring accuracy, completeness, and adherence to client specifications.
- Organize supporting documentation, such as project plans, cost estimates, and certifications, to accompany bid submissions.
Manage invoicing process:
- Generate invoices for completed projects and services rendered, ensuring accuracy of billing details and client information.
- Monitor invoice status and follow up on outstanding payments with clients as needed.
- Maintain organized records of invoices, payments, and client communications for financial reporting purposes.
Administrative support:
- Provide general administrative support to the office, including answering phones, responding to emails, and filing documents.
- Assist with scheduling appointments, coordinating meetings, and managing office supplies inventory as needed.
Qualifications:
- High school diploma or equivalent; Associate's degree or higher preferred.
- Proven experience in administrative roles, preferably in a procurement or invoicing capacity.
- Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Excellent communication skills, both written and verbal.
- Ability to prioritize tasks, manage time effectively, and meet deadlines in a fast-paced environment.
- Attention to detail and accuracy in data entry and documentation.
- Knowledge of procurement processes, bid regulations, and invoicing procedures is a plus.
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