Administrative Assistant

This position will provide direct support to transportation motor pool service WBS 1.4 and supply management operations WBS 1.2.

Provide comprehensive support to Transportation and Supply Management functions within Logistics.

• Review and validate gas cylinder demurrage invoices for accuracy; upon verification initiate and route for timely payment processing.
• Verify the accuracy of each vendor billing line item and coordinate with vendors to resolve any discrepancies.
• Assist the Logistics Manager with regular cleanup efforts of vendor-owned cylinders at the center.
• Maintain detailed and up-to-date spreadsheets tracking all cylinders on-site ensuring accurate inventory and vendor payment records.
• Respond to incoming calls on the Motor Pool vehicle line daily providing timely customer support.
• Assign motor pool vehicles based on customer travel dates and number of travelers.
• Ensure customers receive and understand motor pool vehicle usage guidelines prior to departure.
• Collaborate with garage staff to ensure all vehicles are cleaned fueled and ready for use before dispatch.
• Notify management when vehicle requests cannot be fulfilled due to limited availability.
• Provide assistance to customers retrieving vehicles and resolve any lock box issues.
• Support morning vehicle cleaning and fueling operations in coordination with garage staff.
• Ensure vehicles are thoroughly wiped down and vacuumed after each use.
• Conduct vehicle inspections reporting any damage to management.
• Perform routine and ad hoc inventory counts and recounts as needed.
• Identify and report unused or damaged items for appropriate disposal actions.
• Coordinate with center staff to plan schedule and conduct the annual inventory of precious metals.
• Verify proper calibration of scales prior to weighing materials.
• Accurately weigh document and report metal counts noting any discrepancies to the Logistics Manager.
• Collaborate with customers to identify excess precious metals and recommend appropriate disposal actions to minimize on-hand inventory.
• Conduct monthly or management-directed spot checks of program stock materials to ensure accountability.
• Report any damaged or deteriorated equipment or packaging to the Logistics Manager and document issues with photographs.
• Identify and report items not stored in their correct location.
• Provide additional logistics-related support as assigned.

Education: High school diploma or equivalent. Experience: Five years of transportation and supply logistics experience.

Preferred Qualifications or Skills

• Possess effective listening and communications skills.
• Ability to analyze issues and proactively implement corrective actions.
• Exercise creativity to propose innovative processes for overall operational improvements.
• Ability to adapt and implement change.

Consistently demonstrate work ethics and values.