Administrative Assistant
Administrative Assistant
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
MalaceHR is seeking a highly organized and detail-oriented Administrative Assistant to provide high-level administrative support for office operations. The ideal candidate will serve as an information and communication manager handling information requests performing clerical duties and supporting multiple departments.
Key Responsibilities
Purchase Order (PO) Management
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Create and track Purchase Orders using JD Edwards software.
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Ensure accurate accounting strings are applied to all POs.
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Perform change requests and close out POs in the appropriate accounting periods.
Invoice Processing
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Code invoices with correct accounting details.
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Maintain copies and accurate records of invoices.
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Research and follow up on unpaid invoices with vendors.
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Liaise with accounting personnel for invoice-related issues.
Conference Room Scheduling
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Manage conference room bookings avoiding scheduling conflicts.
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Coordinate room setups with customers and update internal teams as needed.
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Communicate changes to the Operating Engineer and IVM personnel.
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Monitor and resolve any issues related to scheduled meetings.
Mailroom Operations
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Receive sort and distribute internal and external mail including UPS and FedEx packages.
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Generate and maintain mail and conference room usage reports.
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Stay up to date with postal regulations.
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Serve as mailroom backup during coworker absences.
Facility Services Support
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Coordinate vendor service calls as needed.
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Provide administrative support to the Facility Manager.
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Serve as a backup and assist team members when required.
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Order office supplies and maintain stock of materials such as lighting and copy paper.
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Copy and file invoices and purchase requisitions.
Qualifications
Education:
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High school diploma or GED required.
Experience:
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0 2 years of relevant administrative experience.
Skills:
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Proficient in Microsoft Office applications (Word Excel PowerPoint).
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Strong organizational communication and multitasking skills.
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Detail-oriented with the ability to manage and prioritize tasks.
Employment Type
Full-time
