Administrative Assistant

Job Description

JOB DETAILS

We are looking for a qualified, detail-oriented individual to provide administrative support to our Maintenance and Operations teams, with a primary focus on purchase order administration, invoice processing, data entry, and reporting.

Under limited supervision, this position will manage and process purchase order-related invoices, ensuring accuracy and alignment with approved purchase orders and receiving documentation. The role will also perform routine clerical and administrative functions that support the day-to-day activities of the Maintenance and Operations departments.

This position serves as an important point of coordination between vendors, Operations, Maintenance, and Finance, helping resolve invoice and purchase order discrepancies and ensuring documentation is complete and accurate while providing administrative support in other areas of Maintenance and Operations.

Key Responsibilities:
Review and process purchase order-related invoices for accuracy and completeness.

Verify invoice pricing, quantities, purchase order information, and supporting receiving documentation.

Identify and assist with resolving discrepancies involving invoices, purchase orders, pricing, quantities, or receiving documentation.

Communicate with vendors regarding invoicing requirements, missing documentation, discrepancies, and status updates.

Coordinate with Procurement, Maintenance, Operations, and Finance to ensure timely and accurate invoice processing.

Perform data entry and maintain departmental records, spreadsheets, and reports.

Assist with the preparation and completion of routine Maintenance and Operations reports.

Provide general administrative and clerical support to the Maintenance and Operations teams.

Assist with other departmental administrative responsibilities based on business needs.

Ideal Candidate

The ideal candidate for this position will:
Have strong Microsoft Word and Excel skills and be comfortable working with data and spreadsheets.

Possess strong data entry skills with a high level of accuracy.

Be highly organized and detail oriented.

Have strong verbal and written communication skills.

Be comfortable communicating with vendors and internal departments to resolve discrepancies.

Be able to manage multiple priorities and follow tasks through to completion.

Are you interested in this position?

Apply by clicking on the “Apply Now” button below!

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