Administrative Assistant

JOB SUMMARY

Job Profile Summary

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.

Essential Functions and Responsibilities

• Process invoices, ensure proper coding, check applicable rates, provide support documentation, and ensure all is reconciled properly, to meet GAAP and 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 AP 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 AFE’s per Company guidelines and PM’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 OPEX and CAPEX 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 Director 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 such as AEC’s, and local community events. Act as backup for other Admin Assistants as needed.

Education

• High school diploma

Work Experience

• • 5+ years of Administrative experience
   

Knowledge, Skills and Abilities

• 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

Strength Factor Rating - Physical Demands/Requirements

• Sedentary Work - Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently (Frequently: activity or condition exists from 1/3 to 2/3 of the time) to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.

Strength Factor Description - Physical Demands/Requirements

• Standing: Remaining on one's feet in an upright position at a workstation without moving about (Occasionally)
• Walking: Moving about on foot (Frequently)
• Sitting: Remaining in a seated position (Constantly)
• Lifting: Raising or lowering an object from one level to another (includes upward pulling) (Occasionally)
• Carrying: Transporting an object, usually holding it in the hands or arms, or on the shoulder (Occasionally)
• Pushing: Exerting force upon an object so that the object moves away from the force (Occasionally)
• Pulling: Exerting force upon an object so that the object moves toward the force (includes jerking) (Occasionally)
• Climbing: Ladders, Stairs (Occasionally)
• Balancing: Maintaining body equilibrium to prevent falling (Occasionally)
• Stooping: Bending the body downward and forward by bending the spine at the waist (Occasionally)
• Kneeling: Bending