ADMINISTRATIVE ASSISTANT - OPERATIONS

This position provides high level project and contract administration support for the company's Project and Production Management functions. The position is responsible for assembling, tracking, logging, and maintaining various reports, and contract documents including customer invoicing sheets. The job requires engagement with customers, vendors, and subcontractors as needed for receiving and distributing project related documentation.

Essential Functions:

1. Records and uploads contract documents in project files.
2. Opens and maintains projects/tasks in JMRPO and Costpoint to include initial setup and modifications.
3. Maintains production's JSR analysis spreadsheet.
4. Prepares bi-weekly invoices for pertinent projects for distribution to the Accounts Receivable department for invoice processing. Ensures that invoicing is consistent with agreed project progress as well as contract and purchase order documentation.
5. Prepares and sends RFQs to appropriate vendors for price and availability making sure all pertinent information is noted on the RFQ, including specifications, detailed descriptions, drawings noted on the requisitions, and delivery time required.
6. Obtains and uploads competitive quotes from vendors and uploads all accompanying documents to the associated requisitions.
7. Issues pick up tickets for materials/consumables/tools/services in a timely manner and coordinates with the correct supervisors and managers for processing.
8. Records requisitions in JMRPO.
9. Maintains Production Projects Schedule.
10. Prepares weekly manning reports.
11. Coordinates and tracks employee training requirements and expirations.
12. Manages timecard corrections and assists with electronic timekeeping.
13. Assists with filing or retrieving information as required.
14. Assists with non-routine projects according to specific assignments
15. Performs other general administrative duties as assigned

QUALIFICATIONS:

1. High school diploma or GED required. Associates degree preferred.
2. Minimum two years of experience.
3. Proficient in MS Office including Word, Excel, Projects and Outlook.
4. Strong skills in math, accuracy and precision.
5. Strong organizational skills and willingness to follow recommended procedures.
6. Strong written, oral communication and people skills

Physical Requirements:

1. Ability to lift 20 pounds regularly and up to 50 pounds occasionally.
2. Ability to sit and/or stand for long periods of time.

This is NOT a physically demanding position and may accommodate most physical disabilities. There may be occasional lifting of office materials or files weighing not more than 20 pounds. Physical dexterity may be required when operating calculators, copiers, computers and/or other typical office equipment.

Known Hazards: Carpal Tunnel Syndrome

Environmental Conditions:

This position works in an office environment with an occasional visit to a worksite. There is generally no exposure to hostile environments or loud noises or hazardous chemicals or smoke or extreme temperatures. This position may experience eye and muscle strain, backaches, headaches, and repetitive motion injuries from using computers on a daily basis and may have to sit for extended periods while reviewing detailed data.

During work-site visits it will be required to wear appropriate PPE including, but not limited to:

Hard hat

Ear plugs or attenuator

Safety shoes

Dust mask or respirator

Gloves