Administrative Assistant

Job description

Administrative Assistant
Marlborough, MA
$24 per hour

We are looking for a meticulous and organized Administrative Assistant to aid management and project teams in a dynamic operational setting. This position encompasses coordinating purchasing efforts, managing documentation, facilitating contractor communications, and supporting various daily administrative tasks. The ideal applicant will have prior experience with SAP, possess strong skills in Microsoft Office, and demonstrate the ability to juggle multiple tasks while ensuring both accuracy and confidentiality.

Key Responsibilities

• Execute a diverse array of administrative functions to assist management and staff within the business unit.
• Create and oversee purchase orders within SAP, monitor material receipts, and produce system reports.
• Engage with contractors to confirm purchase orders, address invoice submissions, and resolve payment inquiries.
• Procure parts, tools, and equipment necessary for ongoing projects and operational requirements.
• Manage schedules, organize meetings, coordinate travel arrangements, and prepare relevant documentation.
• Keep thorough records, handle correspondence, and safeguard confidential information.
• Supervise the calibration program for site gauges, ensuring adherence to compliance and timely updates.
• Address both routine and complex inquiries with professionalism and accuracy.
• Work collaboratively with colleagues and utilize tools like Microsoft Teams to facilitate efficient workflows.

Required Qualifications

• Minimum of 2 years of experience in administrative, purchasing, logistics, or office support roles.
• Proficient in SAP ERP for creating purchase orders, confirming material receipts, and generating reports.
• Strong command of Microsoft Office (Word, Excel, Outlook) and Microsoft Teams.
• Professional interaction skills with contractors and internal stakeholders regarding purchase orders, invoicing, and project necessities.
• Exceptional organizational abilities, keen attention to detail, and capability to prioritize multiple tasks effectively.
• Familiarity with parts inventory systems is advantageous.
• Excellent verbal and written communication skills.
• Strong ability to uphold confidentiality and manage sensitive information appropriately.