Project/Travel Administrative Assistant

1 month ago

Missoula, United States Kakivik Asset Management Full time

Kakivik Asset Management, LLC is seeking a dynamic individual to fill the position of Project/Travel Administrative Assistant. This position will work closely with a large team of cross-functional business partners across several member companies and the broader operations team. As a self-starter, the ideal candidate will take full ownership of assigned areas of responsibility, excel in problem solving, and analyze and understand complex data.

Essential Duties & Job Functions: The requirements listed below are representative of the skills, abilities and knowledge required to perform this job successfully. Reasonable accommodations may be made to ensure individuals with disabilities can perform these functions.

  • General areas of responsibility include data entry, timekeeping, cost reporting, invoicing and travel coordination
  • Timekeeping consists of tracking employee hours, projects and entering time for accurate payroll and billing purposes.
  • Travel coordination consists of arranging travel for employees in different regions to ensure project/job needs are met
  • Respond to travel requests in a timely manner
  • Handel travel disruptions, cancellations or emergencies and offer solutions and alternatives
  • Pull labor and cost reports from clients' designated accounting system.
  • Code AP invoices in accordance with company budget expectations.
  • Interface between Finance department and Operations
  • Attend and participate in required meetings, trainings, exercises, and drills.
  • Maintain a high level of confidentiality.
  • Provide daily/weekly reports to clients.
  • Maintain and update material databases
  • Create and maintain projects within existing ERP system including budgets, billing styles, contractual obligations, progressing, etc.
  • Other job duties as assigned.
Knowledge, Skills and Abilities:
  • Strong organizational and time management skills; ability to meet deadlines
  • Excellent judgement, integrity, work ethic, and attention to detail
  • Ability to write reports and/or articles that conform to prescribed style and format.
  • Ability to effectively present information to management
  • Ability to work with Microsoft Office programs and the ability to analyze data.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Ability to establish and maintain good rapport and strong working relationship with co-workers and client representatives.
Qualifications:
  • Well-organized and proficient at multi-tasking
  • Be able to routinely deal with time sensitive situations
  • Strong computer skills with proficiency in Microsoft Office Suite specifically Excel
  • College graduates are preferred but we are willing to consider office and/or industry experience in lieu of a degree.
Preferred Qualifications:
  • 2 years of experience in travel and lodging dealing with major airlines and small Alaska commuter airlines for remote Alaska travel.
Key Metrics for Position:
  • Meeting of all internal and external deadlines such as weekly payroll and invoicing
  • Document all key accounting processes and desktop procedures

Compensation:

Kakivik Asset Management LLC offers a competitive salary, career growth opportunities and for full-time positions we offer a Full Benefits Package including excellent FEHB Medical, Dental and Vision Insurance, Life insurance, and a 401k match program.

Contingencies:

Offer contingent upon ability to pass a pre-employment drug test.

This job description is not an employment agreement or contract. Management has the right to alter the scope of work at any time without prior notice. Kakivik Asset Management, LLC is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or other characteristics protected by law.

Kakivik Asset Management, LLC grants employment preference first to BBNC shareholders, their spouses or descendants, and second to other Alaska Native Corporation Shareholders in accordance with P.L. 93-638

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