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Administrative Support Specialist

2 months ago

billerica, United States Ultimate Staffing Full time

Our client located in Billerica, MA has an immediate opportunity on their team for an Experienced Administrative Support Specialist

Shift/Hours: Monday to Friday, 8:30 a.m. - 5:00 p.m. (Onsite position)

Temp to Perm opportunity

Hourly Pay Rate Range: $20.00 - $23.00/hour (depends on experience)

Job duties include but not limited to:

  • Monitor and manage departmental email inbox, ensuring timely processing and accurate entry of invoices into the system
  • Reconcile discrepancies between invoices and purchase orders, investigating and resolving any issues
  • Review vendor statements to ensure invoiced amounts match records in the system
  • Communicate with vendors to follow up on late or missing invoices
  • Maintain organized filing system for closed purchase orders and paid invoices

Additional Responsibilities:

  • Assist with timekeeping processes, including distribution, collection, and entry of monthly timesheets into the labor report
  • Support the setup of new jobs, ensuring all necessary documentation and data entry are completed
  • Assist with shipping logistics and coordination when needed

Required Skills:

  • 2-4 years of relevant administrative or clerical experience (experience with Sage, QuickBooks, or Peachtree a plus)
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
  • High attention to detail and organizational skills
  • Excellent written and verbal communication skills
  • Ability to work independently and as part of a team

Note: Due to the nature of our business, candidates must be U.S. citizens.

Desired Skills and Experience
Monitor and manage departmental email inbox, ensuring timely processing and accurate entry of invoices into the system
Reconcile discrepancies between invoices and purchase orders, investigating and resolving any issues
Review vendor statements to ensure invoiced amounts match records in the system
Communicate with vendors to follow up on late or missing invoices
Maintain organized filing system for closed purchase orders and paid invoices

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.