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Administrative Assistant

3 months ago

Alvin, United States RiceTec, Inc. Full time

**Essential Duties**
- Enter purchase orders in the system for Marketing, Facilities, Human Resources and Research. Ensure that the PO process is properly managed by coordinating with these Departments and accounting staff.
- Set up new Vendor by submitting requests to procurement department.
- Maintain existing vendor and supplier relationships related to payment, PO requirements and quote updates.
- Attend trainings on procedures related to accounting policies and ensuring that all purchases adhere to it.
- Submit check request as needed.
- Perform a variety of support functions (Human Resources, Research and Marketing) including scheduling appointments and travel, outgoing travel Visa coordination, travel system updates, Expense Report and Pcard account management, and providing meeting/training support.
- Maintain document filing for SharePoint sites: Research (IP) and HR (Vendor Management).
- Communicate with Research external organizations, consultants, and collaborators for processing contract documents, scheduling, and payment processing.
- Entering new hire information into specific systems and assigning appropriate access. Assist with assigning employee login credentials. Terminating access upon departure of employee.
- Assist with Telephone Operating and Guest/Vendor Greeting by answering and routing incoming calls, greeting guests, and maintaining accurate visitor log, providing security (guest) badges as needed for temporary entry into required areas by Vendor, tracking return of all security badges and disabling all that are not returned by close of business and maintaining clean and friendly atmosphere in reception area.
- Catering backup (as needed).
- Provide support to customers and vendors when necessary to assist Corporate Services efforts.
- Assisting with venue set-up and ensuring proper equipment in place. Aiding in attendee management.
- Other duties as assigned
- On-site work required

**Education/Qualifications**
- Requires High School diploma or equivalent. Associate’s degree or higher preferred. Two+ years related experience and/or training; or equivalent combination of education and experience.
- Solid knowledge of general administrative skills.
- Excellent verbal and written communication and customer service skills.
- Ability to interact professionally and courteously with clients, customers, office personnel, and contractors.
- A professional appearance/presentation.
- Strong attention to detail while maintaining a high degree of accuracy.
- Ability to handle and prioritize multiple tasks and stay organized.
- Ability to work independently, under pressure and meet constant deadlines.
- Ability to handle confidential information impeccably.
- Bi-lingual English/Spanish helpful, but not required

**PHYSICAL DEMANDS**

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Must be able to lift up to 20 pounds. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a keyboard; and to verbally communicate to exchange information.
- VISION: See in the normal visual range with or without correction.
- HEARING: Hear in the normal audio range with or without correction.