Administrative Assistant

Position Overview

The Administrative Assistant performs a wide range of administrative and operational duties to support one or more members of management and/or staff within a business or functional unit. This role requires strong organizational skills, attention to detail, and the ability to navigate both routine and non-routine inquiries. The ideal candidate will possess knowledge of company practices, policies, and programs, and will demonstrate the ability to handle sensitive information with confidentiality. Responsibilities include calendar management, document preparation, correspondence, procurement support, travel coordination, and management of the site's calibration program for gauges.

Key Responsibilities

Administrative & Office Support

• Perform general administrative tasks including calendaring, meeting coordination, and document preparation.

• Draft and manage correspondence, reports, and documentation for internal and external use.

• Maintain the calibration program for site gauges, ensuring timely updates and scheduling.

• Coordinate travel arrangements and assist with travel itineraries for staff and management.

• Handle routine and non-routine inquiries, escalating issues as needed.

• Maintain confidentiality of sensitive information at all times.

Procurement & SAP Support

• Use SAP ERP to create purchase orders, confirm material receipts, and run system reports.

• Communicate with contractors to verify purchase orders, completed work, invoice submissions, and resolve payment questions.

• Order parts, supplies, and equipment to support various projects and operational needs.

• Support parts inventory tasks, including basic tracking and documentation (experience with inventory systems preferred).

Collaboration & Coordination

• Work closely with cross-functional teams to ensure administrative processes run smoothly.

• Support management with scheduling, communication, and follow-up tasks.

• Utilize Microsoft Teams and other collaboration tools to support daily workflows.

Qualifications

• 2+ years of administrative experience required.

• Proficiency in SAP ERP for creating POs, confirming receipts, and generating reports.

• Strong skills in Microsoft Office Suite (Word, Excel, Outlook); experience with Microsoft Teams preferred.

• Familiarity with parts inventory systems is a plus.

• Strong communication, organization, and problem-solving skills.

• Ability to manage multiple priorities and maintain accuracy in a fast-paced environment.

• Demonstrated ability to handle confidential information with discretion.