Administrative Assistant

Job Description

We are seeking an Administrative Assistant to join our team!

*This is an on-site role, and will not be remote or hybrid, at any time.*

What We Offer:

•  Work in a team-oriented environment where collaboration is a priority.
• Achieve your professional goals without sacrificing the balance between work and life.
• A comprehensive benefits package with options to choose what works best for you and your family.

About the Role:

As an Administrative Assistant supporting the VP of Engineering and Engineering team you are responsible for:

• Process invoices in our accounting system for payment and track the invoices through the approval process.
• Account classification and system processing of capital and expense invoices in JDE
• Generate Cap Ex purchase orders in JDE and complete paperwork requirements for approval/ review packages
• Gather operational data from the manufacturing plants and consolidate in Excel sheets or Databases for analysis and further processing
• Generate reports based on the operational data
• Maintain the weekly traveling calendar of the Engineering team
• Make travel arrangements in corporate travel system
• Account classification and preparation of expense reports
• Compile and analyze monthly Repair & Maintenance cost reports for each plant
• Update active cap ex project budget reports with new invoice and PO data
• Train branch accounting personnel on Cap Ex accounting procedures
• Assist in the development of training material for Cap Ex procedures
• Work with vendors on invoicing / payment timeframes
• Point of contact for Accounting regarding Cap Ex issues
• Maintain current year’s Capital Budget tracking database
• Assist semi-annually with data collection and reporting for next year’s cap ex requests
• Provide back-up support to other co-located work groups as required

About You:

The ideal candidate will have experience with:

• Good fundamental knowledge of accounting and ERP systems
• Accounts Payable processes, invoice coding, purchase order matching, and vendor communications preferred.
• Efficient in Microsoft Office programs, especially in Excel
• Excellent organizational abilities with attention to detail is a must
• Office administration experience – travel planning, vacation tracking etc.
• Effective verbal and written communications skills
• Self-directed to perform job in absence of VP due to frequent travel schedule
• Ability to work under pressure in time-sensitive, fast-paced environment
• Flexible and adaptable to changing work priorities
• Experience with data management and report generation
• Comfortable in managing a high volume of paperwork through different processes

Ready to apply?

Submit resume through this posting!

*Your offer may be contingent upon passing a drug test for this role.*