Expeditor & Project Assistant - Ukpeagvik Inupiat Corporation (Temporary)

Overview

UIC Corporate is seeking a temporary Expeditor & Project Assistant for our Anchorage, Alaska office location. This position is responsible for expediting and facilitating the flow of materials to and from various offices and suppliers for projects. The position makes sure that the right materials arrive in a safe and timely manner and inspects goods upon pickup and delivery to ensure quality control. This position will work directly with corporate leadership, managers, and vendors to ensure accurate and on time delivery of goods to appropriate locations and frequently use filings and computer systems to maintain organization. This position will also support records retention projects in accordance with UIC policies and procedures.

Responsibilities

Essential functions will include:

Expediting and Logistics:

• Expedite and purchase items from vendors to meet project deadlines.
• Track orders, receive goods, maintain inventory, and manage timely delivery of materials to projects.
• Record and maintain inventory of quantity, material type, parts received and distributed, manually or by using a computer.
• Work with supervisors to ensure efficient delivery.
• Manage the maintenance and operation of company vehicles for deliveries and transportation of materials.
• Frequently check with suppliers to confirm and track delivery dates.
• Assist with office reorganization and relocation projects as needed.
• Maintain company vehicle and ensure timely maintenance.

Project and Administrative Support:

• Maintain accurate records, files, and documentation.
• Assist with project management tasks such as tracking milestones and deadlines.
• Serve as backup for the main receptionist and expeditor, and notarize documents as needed.
• Handle confidential information with discretion and maintain professionalism.
• Demonstrate flexibility in working with various supervisors, departments, and companies as needed.
• Support daily office operations, including managing supplies, equipment, and shared spaces.
• Assist with office services such as mail distribution, document management, and corporate events.
• Serve as a point of contact for internal and external stakeholders, providing customer service.
• Assist with office reorganization and relocation projects as needed.

Meeting and Event Coordination:

• Support logistics for meetings and special events, including scheduling, venue arrangements, catering, and material distribution.
• Assist in organizing company events, seminars, and team-building activities.
• Support transportation needs of executives and board members.

Qualifications

Minimum Qualifications:

• High School Diploma or equivalent required.
• Basic mathematical skills.
• Excellent customer service skills.
• Effective judgment & decision making.
• Excellent verbal and written communication skills.
• Ability to work independently with minimum supervision.
• Ability to work effectively and productively with different employees, representatives of other organizations, and the public.
• Excellent administrative and clerical skills, with some experience in word processing, managing files and records, note taking, designing forms, and other office procedures and terminology.
• Expertise with supporting software applications, to include Adobe, Word, Outlook, Excel, SharePoint, PowerPoint, and various online travel applications.
• Ability to work in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
• Dependable performance and punctual attendance.
• Ability to be available for some evening/weekend/holiday for large company events, annual meetings, and busy periods.
• Demonstrated ability to maintain confidentiality.
• Valid Alaska Driver’s License with a clean three-year driving record.
• Ability to pass a Non-DOT pre-employment drug screening and follow company Drug and Alcohol Testing Program.

Preferred Qualifications:

• Associate or Bachelor’s degree preferred for the career ladder development track.
• Three years of professional administrative experience preferred.
• Experience working within an Alaska Native Corporation preferred.

Equipment Used:

• Common office equipment: computers, telephones, print/copy/scan/fax machines.
• Delivery and transportation equipment: company vehicle.

Physical and Mental Demands:

• Physical demands include lifting/moving up to 20 pounds regularly and 70-120 pounds occasionally.

Environmental Conditions:

• Primarily office-based in a large building, with occasional travel to construction sites.
• Exposure to typical office environments with moderate noise levels and frequent standing and walking.

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