Administrative Assistant; Administrative Support

Job Summary

• This role will consist of creating PO's, helping with billing and invoicing, managing the office supplies inventory and administrative duties for the office including ordering coffee, refilling coffee cups, etc.
• The manager is looking for candidates with background in data entry and accounting.
• Candidates should be detail oriented and able to navigate tools like Coupa and Oracle
  .
• The manager is not interested in candidates who previously worked as receptionists.
• Candidates should possess 5 to 10 years of relevant experience. A background in personal banking or accounting would be highly preferred. While software training will be provided, prior experience in handling purchase orders (POs) and invoicing is essential.

• Requires 1-3 years of experience in the field or in a related area.
• Requires a high school diploma or equivalent.

• Basic knowledge of MS Office skills including Word, Excel and PowerPoint are required.
• Clear oral and written communication skills and a strong command of the English language.
• Ability to maintain confidential information.
• Ability to work in a team environment.
• A professional appearance and telephone manner is essential.
• Knowledge of use and operation of standard office equipment. Continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.

• Typically works in an office environment with adequate lighting and ventilation, and normal range of temperature and noise.
• Requires communications with department, marketplace and Region personnel, and external marketplace.
• Work assignments at times are routine and repetitive; detailed instructions are provided by the supervisor.
• Work has some stress due to imposed due dates of communications and/or material.
• Some physical effort is required to remain in sitting position for prolonged periods while concentrating on a specific task.
• Job results are dependent upon proficient application of one or more dexterity skills, i.e. keyboard and phone system.

• Provides exceptional support and service-related support to clerical and administrative duties through all mediums including correspondence, presentations, manuals, newsletters, meetings company activities, etc.
• Under immediate supervision provides general administrative support including:
  Creates proofs, revises and edits written material as needed.
• Creates and maintains departmental filing systems.
• Uses and coordinates maintenance for local office equipment.
• Coordinates logistics for meetings, net meetings and conference calls: location, communication, resources, etc.
• Serves as Scribe for meetings as needed.
• Maintains department logs, reports, and/or data entry for functional databases.
• Cross-trains and learns other responsibilities within the team and provides assistance as needed.
• Builds professional relationships with customers and other teams.
• Assists receptionist and switchboard operators as necessary.
• May coordinate with Finance for resolution of budget variances and/or expense application.
• Responsibilities also include of working as Receptionist and greeting/assisting, answers telephone lines, updates calendar, makes travel arrangements, handles internal and external correspondence.
• Performs other duties as assigned.