What are the responsibilities and job description for the Administrative Assistant position at Pavestone?
Job Description
We are seeking an Administrative Assistant to join our team!
*This is an on-site role, and will not be remote or hybrid, at any time.*
What We Offer:
- Work in a team-oriented environment where collaboration is a priority.
- Achieve your professional goals without sacrificing the balance between work and life.
- A comprehensive benefits package with options to choose what works best for you and your family.
About the Role:
As an Administrative Assistant supporting the VP of Engineering and Engineering team you are responsible for:
- Process invoices in our accounting system for payment and track the invoices through the approval process.
- Account classification and system processing of capital and expense invoices in JDE
- Generate Cap Ex purchase orders in JDE and complete paperwork requirements for approval/ review packages
- Gather operational data from the manufacturing plants and consolidate in Excel sheets or Databases for analysis and further processing
- Generate reports based on the operational data
- Maintain the weekly traveling calendar of the Engineering team
- Make travel arrangements in corporate travel system
- Account classification and preparation of expense reports
- Compile and analyze monthly Repair & Maintenance cost reports for each plant
- Update active cap ex project budget reports with new invoice and PO data
- Train branch accounting personnel on Cap Ex accounting procedures
- Assist in the development of training material for Cap Ex procedures
- Work with vendors on invoicing / payment timeframes
- Point of contact for Accounting regarding Cap Ex issues
- Maintain current year’s Capital Budget tracking database
- Assist semi-annually with data collection and reporting for next year’s cap ex requests
- Provide back-up support to other co-located work groups as required
About You:
The ideal candidate will have experience with:
- Good fundamental knowledge of accounting and ERP systems
- Accounts Payable processes, invoice coding, purchase order matching, and vendor communications preferred.
- Efficient in Microsoft Office programs, especially in Excel
- Excellent organizational abilities with attention to detail is a must
- Office administration experience – travel planning, vacation tracking etc.
- Effective verbal and written communications skills
- Self-directed to perform job in absence of VP due to frequent travel schedule
- Ability to work under pressure in time-sensitive, fast-paced environment
- Flexible and adaptable to changing work priorities
- Experience with data management and report generation
- Comfortable in managing a high volume of paperwork through different processes
Ready to apply?
Submit resume through this posting!
*Your offer may be contingent upon passing a drug test for this role.*
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Flexible spending account
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Vision insurance
Work Location: In person