What are the responsibilities and job description for the Part Time Accounting Admin position at EMRG?
Objective/Job Purpose:
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
- Enter purchase orders in QuickBooks.
- Obtain project manager’s approval on PO’s.
- Scan and send approved purchase orders to vendors.
- 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
- Material Test Reports (MTRs)
- Inspection Reports
- Hydro-tests
- 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.