What are the responsibilities and job description for the Administrative Assistant position at Fairlead?
Essential Duties And Responsibilities
- Audit purchase orders for all entities and take primary responsibility for:
- Ensuring all required documentation is in the purchase order file; re: Original purchase order, all change orders, vendor acknowledgements, related backup-up documentation, completed PO Checklists, packing slips, receipt & QA documents and vendor invoices. Note: Accounting adds the vendor invoices are added to the PO file.
- Ensuring the purchasing order is completed and closed out in Cost Point
- Maintaining the list Of Missing PO Checklists, following up with Buyers in order to close out the PO file
- Moving packing slips from the pack slip folder to the PO file
- Maintaining Missing Packing Slip list used to notify the Warehouse of missing packing slips that requiring scanning and placement in the Packing Slip Folder.
- Moving Problem Invoices into the responsible Buyer's folders
- Processing all freight invoices received from Accounting (UPS, FedEx, general trucking)
- Processing invoices for Standard Calibrations against related purchase orders (INT ONLY)
- Scanning hard copy Certificates of Insurance (COIs) and placing in the related Vendor Folder
- Maintaining the GIDEP tracking spreadsheet and assisting the Director of Procurement on GIDEP tracking issues.
- Audit each vendor file for completeness, assist buyers by extracting and filing vendor related records either received by email or through the Coupa Vendor Portal.
- Order Business Cards for Anyone That Needs Them For (INT & BOAT WORKS)
- Order General Supplies for each business location and track the related invoices.
- Other general administrative duties as assigned by the Director of Procurement.
- High School diploma
- Proficiency in MS Office 365, Costpoint and other cloud-based procurement support programs.
- Knowledge of standard commercial government procurement practices
- Ability to handle multiple projects simultaneously and use judgment in prioritizing work assignments.
- Excellent team-oriented and team-building skills
- Excellent oral and written communication skills
- Understanding of technology and the Deltek CostPoint ERP System for extracting reports and information used in performing audit review actions
- This position is performed in a traditional office environment, with local travel between facilities.
- Some out-of-area travel may be required.
