Administrative Assistant - Corporate Services

RiceTec•Alvin, TX

2d•Onsite

About The Position

Excellent time management is required to plan, prioritize, and organize diversified workload, and recommend improvements in Corporate Services practices or procedures. ESSENTIAL DUTIES AND RESPONSIBILITIES Enter purchase orders in the system for various departments. Ensure that the PO process is properly managed by coordinating with these Departments and accounting staff. Receive invoices after matching quoted amounts and making sure the goods and services have been completed. Set up new Vendor by submitting requests to procurement department. Maintain existing vendor and supplier relationships related to payment, PO requirements and quote updates. Attend trainings on procedures related to accounting policies and ensuring that all purchases adhere to it. Perform a variety of support functions including scheduling appointments and travel, travel system updates, Expense Report and Pcard account management, and providing meeting/training support. Maintain document filing for SharePoint sites: Research (IP) and HR (Vendor Management). Entering new hire information into specific systems and assigning appropriate access. Assist with assigning employee login credentials. Terminating access upon departure of employee. Assist with Telephone Operating and Guest/Vendor Greeting by answering and routing incoming calls, greeting guests, and maintaining accurate visitor log, Providing badges and tracking badges to vendors/visitors by close of business and maintaining clean and friendly atmosphere in reception area. Catering assistance for meetings and events such as setting up for food and cleaning up with equipment breakdown. Provide support to customers and vendors when necessary to assist Corporate Services efforts. Assisting with venue set-up and ensuring proper equipment in place. Aiding in attendee management. Other duties as assigned On-site work required Organize inventory for office, janitorial, and coffee supplies. Keep all on and offsite storages clean and free from excess packages/totes.

Requirements

Requires High School diploma or equivalent. Associate’s degree or higher preferred.
Two+ years related experience and/or training; or equivalent combination of education and experience.
Solid knowledge of general administrative skills and accounting skills.
Proficient in MS Office applications including Word, Excel, PowerPoint, SharePoint, Teams, and Outlook.
Excellent verbal and written communication and customer service skills.
Ability to interact professionally and courteously with clients, customers, office personnel, and contractors.
A professional appearance/presentation.
Strong attention to detail while maintaining a high degree of accuracy.
Ability to handle and prioritize multiple tasks and stay organized.
Ability to work independently, under pressure and meet constant deadlines.
Ability to handle confidential information impeccably.
On-site work required

Nice To Haves

Experience with SAP or other accounting software a plus.
Able to create flyers, presentations, and placement cards quickly.
Bi-lingual English/Spanish helpful, but not required

Responsibilities

Enter purchase orders in the system for various departments.
Ensure that the PO process is properly managed by coordinating with these Departments and accounting staff.
Receive invoices after matching quoted amounts and making sure the goods and services have been completed.
Set up new Vendor by submitting requests to procurement department.
Maintain existing vendor and supplier relationships related to payment, PO requirements and quote updates.
Attend trainings on procedures related to accounting policies and ensuring that all purchases adhere to it.
Perform a variety of support functions including scheduling appointments and travel, travel system updates, Expense Report and Pcard account management, and providing meeting/training support.
Maintain document filing for SharePoint sites: Research (IP) and HR (Vendor Management).
Entering new hire information into specific systems and assigning appropriate access.
Assist with assigning employee login credentials.
Terminating access upon departure of employee.
Assist with Telephone Operating and Guest/Vendor Greeting by answering and routing incoming calls, greeting guests, and maintaining accurate visitor log, Providing badges and tracking badges to vendors/visitors by close of business and maintaining clean and friendly atmosphere in reception area.
Catering assistance for meetings and events such as setting up for food and cleaning up with equipment breakdown.
Provide support to customers and vendors when necessary to assist Corporate Services efforts.
Assisting with venue set-up and ensuring proper equipment in place.
Aiding in attendee management.
Other duties as assigned
Organize inventory for office, janitorial, and coffee supplies.
Keep all on and offsite storages clean and free from excess packages/totes.