Operations Administrative Assistant

About the Company

The purpose of the Operations Admin Assistant role is to support the Operations team and site management in all administrative and HSE (Health, Safety, and Environment) duties.

About the Role

The Operations Admin Assistant will play a crucial role in ensuring the smooth operation of administrative tasks and supporting the site management team

Responsibilities

• Process accounts payable transactions in SAP, ensuring timely vendor payments for both PO and non-PO invoices.
• Investigate payments and unpaid invoices.
• Manage invoices in the procurement system (Ariba).
• Responsible for assisting in registering new vendors in Ariba.
• Attend site meetings (maintenance, Community in Action, etc) to provide project updates, address concerns, and offer improvement suggestions.
• Following up on maintenance tickets from submission through completion.
• Checking visitors into the site and helping to manage site vendors.
• Support office services (mail, shipping logs, office equipment, supplies, etc) and records retention program to meet internal and external regulatory requirements.
• Stocking the conference rooms and break rooms when needed.
• Provide timely updates to site personnel on project status and work activities through effective daily communication.
• Support diverse site operations including managing deliveries, supporting meetings, and facilitating team events.
• Answering phone calls.
• Serve as an active member of the site safety committee, conducting monthly safety inspections and maintaining HSE documentation compliance.
• Monitor the status of safety observations to ensure all action plans are closed in a timely manner.
• Maintaining all safety data sheets (SDS), filing and organizing as needed.

Qualifications

• Administrative experience required.
• Technical understanding of invoice management required.

Required Skills

• SAP and Ariba experience desired.
• Strong computer skills (MS Office, SharePoint, Smartsheet).

Preferred Skills

• Effectively balance the dual responsibility of accounting and office work.
• Ability to complete objectives and tasks in a fast-paced work environment.
• Must be able to handle and maintain some confidential information.
• Must be able to work in a team and communicate with individuals at all levels throughout the organization.

Equal Opportunity Statement

We are committed to diversity and inclusivity in our hiring practices.