The Administrative Assistant position is responsible for providing administrative support for the Administration and Production departments.
This position is part of the Shared Corporate Service group. 

Duties and Responsibilities:

Purchasing Activities

• Assist Financial Controller with issuing Purchase Orders
  • o Enter purchase orders in QuickBooks.
  • o Obtain project manager’s approval on PO’s.
  • o Scan and send approved purchase orders to vendors.
  • o File electronic copies of purchase orders and supporting documentation.
• Follow-up with vendors to ensure confirmations are received.
• Follow-up with vendors if delivery dates are missed.
• Coordinate RMAs, as needed.

Accounting Support

• Scan and file paid vendor bills

Receiving Activities

• Confirm packing lists match the purchase orders.
• Scan and file packing lists.
• Create tech check folders, as need
• Maintain order tracking spreadsheet.

Production/Quality Control Activities

• Scan and file Quality documentation
  • o Material Test Reports (MTRs)
  • o Inspection Reports
  • o Hydro-tests
  • o Inspection reports and Hydro-test reports

Document Control Activities

• Manage project document distribution and filing systems, including electronic and hard copy files.
• Receive, track, and expedite vendor data, including internal review and approval cycles.
• Prepare project data books.
• Assist with the management of project databases.
• Maintain current transmittal logs.
• File communications on project server as directed by the project team.
• Office Management
• Responsible for general office management and support, including maintaining inventory and ordering office supplies.