Admin Clerk/admin Assistant

4 weeks ago

Decatur, United States ADIENTONE Full time

Responsibilities
Potential responsibilities may include, but are not limited to:
Invoice and Purchase Order Management
- Review supplier documentation, create purchase orders and manage invoices promptly and accurately. As needed, process manual invoices and submit expedited payment requests.
- Maintain organized records within team financial tracking tools, as well as supplier relationship records, and create reports as needed.
- Liaise with suppliers and internal departments to resolve any discrepancies or issues related to invoices and payments. Includes new supplier onboarding into purchasing platform.

Event Planning Support
- Work with business leads to manage small-event registrations, including processing payments, show services orders, Certificate of Insurance (COI)/Commercial General Liability Insurance (CGL), communicating with attendees and event organizers.
- Coordinate hotel room bookings for stakeholders attending events, ensuring timely reservations and accurate information.
- Manage badge registration process for events, handling registration requests efficiently and accurately.
- Communicate with event organizers and stakeholders to gather necessary information and ensure smooth registration and accommodation processes.

Exceptional Service and Communication
- Provide exceptional client service, addressing concerns and inquiries with professionalism and efficiency.
- Follow up diligently on owned and assigned tasks, invoices, and requests to ensure timely resolution.
- Maintain open lines of communication with internal teams, vendors, and stakeholders, providing proactive updates and responding promptly to inquiries.

Sponsorship Program and Team Administration
- Shepherd sponsorship requests through appropriate reviews in online system, provide guidance to colleagues on appropriate procedures, respond to stakeholder needs, prepare reports, and maintain related resources.
- Prepare and follow-up on materials and reports for ongoing team processes, such as weekly database submissions tracking, entry and follow-up; and monthly meeting and quarterly report information gathering and follow-up.
- Assist team leaders and members with preparing documentation, reports and filing, as well as with travel, scheduling and in-person meeting planning, as requested.

We're Looking for Someone Who:

- Has organizational savvy, can maintain confidentiality and is good navigating people and priorities.
- Is a hands-on problem solver that is resourceful and proactive, with a continuous improvement mindset and a positive attitude.
- Is excellent at listening, organizational and time management skills with an attention to detail and follow-up.
- Is mature, has a professional demeanor and personal discretion to interact with business leaders.
- Possesses independent decision-making and problem-solving skills with the ability to develop solutions in a logical and systematic way.
- Has excellent communication and listening skills, with emphasis on writing succinctly and effectively.

Qualifications:

- Prior office experience, including at least 2 years of administrative assistant experience; Associates or higher degree preferred
- Strong organizational skills with the ability to manage multiple tasks simultaneously.
- Excellent attention to detail and accuracy in data entry and record-keeping.
- Exceptional communication skills, both written and verbal.
- Experience with Coupa and Adobe products, a plus.
- Ability to work effectively both independently and as part of a team.
- Prior experience in event coordination or hospitality management is a plus.
- Demonstrated commitment to providing high-quality client service.

**Job Type**: Contract

Pay: Up to $18.00 per hour

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday

Work Location: On the road

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