Administrative Assistant II - Contract

MUST HAVE

1+ year administrative/office coordination experience

Experience processing POs and coding invoices (PO & non-PO)

ERP system experience (Oracle preferred)

Fleet or asset coordination exposure

Strong Microsoft Office skills (especially Excel)

This role is Contract to hire !

Job Summary

Logging/Tracking POs: Add invoices from service POs in PO tracker. Review POs in Oracle weekly and update invoice status. Code non-PO invoices. PO Receiving: Once material deliveries are physically confirmed by COMS or warehouse coordinator, generate system receipts in Oracle. Keep a list of materials for POs to help track receipt of numbers and orders.

Requesting New Hire/Replacement badges from SOC

Fleet:

• Assisting Budget Analyst with accruals

• Assigning and reassigning fleet units

• Requesting disposal of mile’d-out/wrecked vehicles

• Assisting techs with fleet maintenance arrangements

• Tracking registration renewals & delivery to drivers

• Scheduling detailing of returned units that will be redeployed to the field

• Pool reservations – assist with reserving pool units, check in/out of units in Holman, distributing and receiving pool keys

Shipping:

• Track and ship packages through FedEx

Manage:

• Office Keys

• Jan-Pro

• Office AED & Rugs with Cintas

• All American Records

• Meeting room reservations

• Meals/meal setup and cleanup

• Calling for printer maintenance, and maintaining paper levels

Monthly Tasks:

• Monthly meeting with Fleet

• Check Requests from Williams Treasury

• Safety Leader awards and nominations

• Service tracker for Accruals

• Track expenses for pcard

Education

• High school diploma or equivalent required.

Experience

• At least one (1) year of related work experience in administrative support, office coordination, or similar roles.

Technical Skills

• Basic computer skills, including the ability to use:

o Microsoft Excel

o Microsoft Outlook

o Microsoft Word

o Microsoft Teams