Administrative Assistant II

We are looking for a highly organized, detail-oriented, self-motivated Administrative Assistant II to join our team. This role includes a primary focus on invoice processing for the entire department, while primarily supporting the maintenance team. It will also encompass other administrative duties in support of the business unit. The ideal candidate will be responsible to receive, and process invoices for payment, maintain accuracy of records and emails, and providing general administrative support to ensure smooth operations for the maintenance team. The successful candidate must have strong organizational skills, attention to detail, and the ability to multitask effectively.

Authorization to work lawfully in the US without sponsorship from Wood is required

  o Receive, review, process to appropriate cost centers and forward to approvers for signature and submit to the appropriate system for payment.
  o Match invoices with purchase orders, contracts, and delivery receipts, ensuring proper documentation and approval.
  o Enter invoice details into the accounting system accurately and in a timely manner.
  o Ensure that all invoices are processed within payment terms and deadlines.
  o Communicate with vendors regarding discrepancies, missing information, or payment status.
  o Oversee returned parts for credit or repairs, and maintain relationships with OEMs, suppliers, and vendors.
  o Prepare reports on invoice status, payment schedules, and outstanding balances for internal review and management meetings.
  o Coordinate with the accounts payable team to ensure that all financial transactions are processed efficiently.
 

 

 

• Associate’s Degree in Accounting, Finance, Business Administration, or related field or High School Diploma with minimum 3 years’ work experience in related field.
• Minimum 1 years of experience in invoice processing, parts ordering, accounts payable, or administrative support with an Associate's Degree.
• Must be highly proficient with Microsoft Suite office applications (Outlook, Excel, Word, Power point, SharePoint, etc.)
• Excellent organizational and time management skills, with the ability to handle multiple tasks simultaneously.
• Good communication skills, both written and verbal, to effectively interact with internal teams and external vendors.
• Basic understanding of accounting principles and invoice processing procedures.

Preferred:

• Prior experience with accounting and payment software or ERP systems (e.g., SAP) is a plus.
• Parts ordering experience is a plus.

Wood is a global leader in consulting and engineering, helping to unlock solutions to critical challenges in energy and materials markets. We provide consulting, projects and operations solutions in 60 countries, employing around 35,000 people. www.woodplc.com
Diversity Statement  We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.