Business Operations Assistant

7 days ago

Amarillo, Texas, United States Amentum Full time
Job Summary

Amentum is seeking a highly skilled Administrative Assistant/Receptionist to support the administrative functions of our maintenance team in Amarillo, TX.

Key Responsibilities
  • Prepare and respond to routine correspondence and inquiries.
  • Manage phone lists, schedules, and records.
  • Onboard new hires and provide administrative support.
  • Schedule trainings and update records.
  • Receive and direct incoming calls, take messages, and transfer calls to the appropriate party.
  • Monitor security cameras and building access.
  • Receive and send packages and mailings as needed.
  • Utilize common software packages, including word processing, spreadsheet, and database software.
  • Perform duties associated with the CMMS system.
  • Provide routine administrative support for a department or administrative unit.
  • Purchase Order Management:
    • Facilitate communication between customers and service vendors.
    • Submit purchase requisitions and work closely with customers to ensure timely approval.
    • Initiate purchase change orders as necessary.
    • Provide oversight for PO verification/validation.
  • Invoice Management:
    • Manage all aspects of invoice reconciliation, including validation of purchase order, work order, and expense coding.
    • Confirm alignment with service quote and payment terms.
    • Verify serviced has been performed.
    • Approval process.
    • Clear unmatched invoices.
  • Vendor Management:
    • Maintain vendor records by updating and ensuring accuracy of information.
    • Work to maintain current listings of site-based vendors.
  • Financial Spend Tracking:
    • Partner with management to facilitate current year purchase order close out process.
    • Update and maintain OnPoint Purchase Order and Vendor Contact areas.
Requirements
  • High School Diploma or equivalent preferred.
  • 3+ years of secretarial experience.
  • Must speak, read, and write in both Spanish and English.
  • Must be able to work in the U.S. without sponsorship.
  • Intermediate level experience with Microsoft Office Suite.
  • Qualified applicants must pass a pre-employment substance abuse test.
  • This position will require the ability to obtain a security access badge at our clients location.
  • This position may require overtime, various shifts, weekends, holidays, and alternative work schedules.
Physical Requirements
  • Some tasks will require repetitive wrist movement.
  • Some tasks will require the ability to walk extensively throughout facilities during a workday.
  • Requires the flexibility to bend/stoop, squat, kneel, reach/stretch, and move in a 90-degree fashion during workday.
  • Requires ability to read and understand information contained in a variety of documents or displayed on a computer screen.
  • Requires ability to use a variety of office equipment and to operate a computer keyboard to access data bases, to send/receive messages, and to prepare documents.
  • Requires ability to attend meetings throughout the site.
  • Requires the ability to communicate with others on the telephone and in one-on-one or group discussions, meetings, and presentations.
  • Requires some moving of light to medium weight materials into desks, filing cabinets, and other storage locations.
  • Requires the ability to interact with all clients in a professional and friendly manner despite periods of stress.
Special Requirements
  • Wear steel toe safety shoes, safety glasses, gloves, hard hats, and other Personal Protective Equipment as needed.
  • Cope with demands (stressors) that are associated with the job and/or the work environment so that acceptable levels of performance and overall contribution are maintained.

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