Administrative Assistant

Job Description

A renewable energy company is seeking a personable and organized Temporary Administrative Assistant to support the Renewable Energy Division, with a focus on travel-related administrative tasks and general office duties. This role is essential in alleviating the workload of existing administrative staff by efficiently managing travel receipt tracking and communication with hotels, car rental companies, and traveling employees. The ideal candidate will be comfortable making regular phone calls, possess strong interpersonal skills, and demonstrate the ability to multitask in a fast-paced environment.
Key Responsibilities:

• Travel and Receipt Management: Make approximately 30 calls daily to hotels and car rental companies to retrieve receipts for employee travel expenses. Communicate with employees regarding missing receipts or other required information.
• Concur Expense Management: Assist in processing travel and expense reports using Concur. (Experience with Concur preferred but not required.)
• General Administrative Support: Perform filing, data entry, and other clerical tasks to ensure an organized and efficient workflow.
• Front Desk Coverage: Provide support at the front desk during lunch breaks (minimum of 1 day per week) and as backup for absences.
• Food Coordination: Assist with ordering meals for meetings, events, lunch-and-learns, and related activities as needed.
• Shipping and Logistics: Handle shipping tasks using FedEx and other carriers as required.
• Team Collaboration: Provide additional support to the Renewable Energy Division and Executive Assistant as needed.

• High comfort level communicating professionally over the phone with vendors and employees; polite yet effective approach.
• Strong organizational skills with meticulous attention to detail and ability to prioritize tasks.
• Proficiency in Microsoft Office Suite, including Outlook, Word, and Excel; familiarity with Oracle and/or Concur is a bonus.
• Ability to adapt to changing priorities in a fast-paced environment while maintaining a positive and proactive attitude.
• Effectively interact and collaborate with all levels of employees, management, vendors, and clients in a professional manner.
• Self-motivated team player capable of working independently while ensuring deadlines are met.
• Basic computer, filing, and data-entry skills, including 10-key experience.
• Strong oral and written communication skills.

• Travel: None required.
• Hours: Initial scheduling will be around 30 hours per week for the first 1-2 weeks to assess workload needs, with the potential for increased hours if required.
• Education: A college degree is not required, but assessments for proficiency in Word, Excel, and typing will be conducted.