Administrative Assistant II - AA2IT

Responsibilities:

 
The incumbent will provide administrative and clerical support as directed to meet site objectives. Incumbent may also be assigned additional duties as directed, including, but not limited

Job Duties: Provides daily administrative support/functions, including but not limited to
• Managing new hire onboarding support
• Procurement of goods and services - submitting purchase requisitions, processing invoices, tracking purchase orders, ordering supplies; Liaison between site and key vendors - water cooler distributor, Cintas uniforms, Vallen and Fastenal
• Sorting mail/packages and distributes to the site departments
• Supports meetings and event functions by reserving and preparing meeting rooms, ordering lunches and materials for events, offsite functions/dinners. Several big employee events are Family Day picnic and Holiday Party which involves working with multiple vendors to provide services
• Shipping/receiving support, processing work requests and generating work orders
• Assists departmental staff with scheduling third-party services, verifying work order service tickets, and confirming invoice accuracy before approval.
• Follows site safety rules and promotes their observance in performance of job duties
• Process work cycles in SAP to pay invoices
• Manage site communications (Intranet site, digital board, sitewide emails, produce site newsletter)
• Manage site employee safety boot program
• Order promotional items for site
• Manage Iron Mountain services and supplies (document retention, shredding)
• Help facilitate quarterly townhalls for site director
• Maintain a clean and orderly work area
• Performs other work-related duties as assigned.

Required Qualifications:
• High School Diploma
• 3-5 years of administrative and/or procurement experience
• Must have excellent communication (written and verbal) and customer service skills
• Must be detail-oriented and able to read and interpret company policies, procedures, and guidelines
• Strong time-management and organizational skills
• Must be proficient in Microsoft Office software (Word, Excel, PowerPoint, Outlook)
• Must be able to lift and/or move up to 40 pounds
• Working knowledge of corporate spending reports

Preferred Qualifications:
• Proficiency in SAP platforms (procurement and maintenance functions) and Lotus Notes
• Strong data analysis
• Shipping & Receiving and/or mailroom experience
• Vendor management experience

 
Skills
- Expertise in microsoft suite of programs
- ability to use SAP invoicing software

Duties
- event planner of site employee events
- Liason between site and key vendors - water cooler distributor, Cintas uniforms, Vallen and Fastenal
- process workcycles in SAP
- manage site communications (Intranet site, digital board, sitewide emails, produce site newsletter)
- sort mail for site
- order supplies for ERT training sessions
- manage site employee safety boot program
- manage new employee orientation
- order promotional items for site
- manage Iron Mountain services and supplies (document retention, shredding)
- Help facilitate quarterly townhalls