Administrative Assistant

Responsibilities

Provide full administrative support for applicable Operations teams, which includes but is not limited to accounts payable tasks, vendor inquiries, managing and distributing information, front office and reception tasks, Microsoft Office applications, budget variance analysis, project management, purchase orders, maintaining files, sending, and receiving correspondence, shipping & receiving, office supply management and regular interaction with both internal and external customers.

• Process invoices, ensure proper coding, check applicable rates, provide support documentation, and ensure all is reconciled properly, to meet Generally Accepted Accounting Principles (GAAP) and Sarbanes-Oxley Act (SOX) guidelines, as required for multiple operating areas.

• Provide data for monthly accruals by published due dates and times; reconcile transactions with the general ledger.

• Respond to vendor inquiries, prepare, and update vendor profiles, resolve Accounts Payables issues promptly; continue to build relationships with outside vendors; keep open lines of communication; explore ways to utilize vendors and their services to improve our processes.

• Generate and/or assist with Purchase Orders; receive PO's as applicable, manage change orders, exception reports, etc.

• Generate and/or assist with creating Authorization for Expenditure per Company guidelines and Project Manager's requests, provide Active AFE numbers to appropriate groups and drill projects as requested.

• Assist with annual budget process, including research, analysis, and preparation as requested.

• Provide "first pass analysis" and work with supervisors to complete month-end financial reports, such as Operational Excellence and Capital Expenditures variance reports, OPEX & CAPEX reforecast reports, and other applicable reports by collecting and consolidating data as needed or requested.

• Maintain the reception area by taking mainline calls, shipping/receiving packages, mail distribution/communication, calendar management, ordering supplies, and directing visitors.

• Support Manager of Operations, Operations Foremen, and other department leaders as needed. Assist with meetings, including scheduling meetings as requested, material preparation, room preparation and clean-up. Assist with Company-wide events and local community events. Act as backup for other Admin Assistants as needed.

Qualifications

• High school diploma

• 5+ years of Administrative experience

• Background in financial accounting and reporting required, and experience with PeopleSoft a plus.

• Intermediate Excel spreadsheet experience required.

• Must have excellent interpersonal communication and organizational skills, be efficient in time management, and have strong attention to detail.

• Proven ability to work independently and with minimal supervision while exercising judgment, initiative, and knowledge of company policies to resolve problems and recommend solutions.

• Must have the ability to excel in a fast-paced environment

• Flexibility of office working schedule to accommodate demand/need

Schedule

Hybrid

Education Requirement

High School or GED