Administrative Assistant

UG2•Bedford, MA

15h•Onsite

About The Position

The Operations Administrative Assistant is integral to ensuring smooth and efficient operations, with a focus on providing excellent customer service within the operational department. This role encompasses a wide range of responsibilities, including managing work order systems, handling financial data, and engaging with customers, vendors, and employees.

Requirements

2-3 years of professional administrative experience, preferably in an operational or similar setting.
Strong organizational skills, attention to detail, and a commitment to accuracy.
Exceptional customer service skills, with excellent written and verbal communication abilities.
Familiarity with invoicing, tracking, reporting and using computer tools like Excel, Word, Outlook, Sharepoint, CMMS systems.
Ability to multitask and manage a variety of administrative and financial tasks efficiently.
Flexibility in working hours, with a preference for shifts starting at 7 am-3:30 pm or 6 am-2:30 pm.
Reliable, honest, and dependable, with a demonstrated track record of integrity.

Nice To Haves

Bachelor’s Degree preferred, with an emphasis on accounting and/or office management knowledge.

Responsibilities

JTS work order management for billing
AP management within BIll.com
Proposal submissions and tracking
Onboarding/Management of vendor compliance
Assist Scheduler/Planner with vendor management or coordination
Service contract tracking within Prism
Assist Program Director with monthly and quarterly reporting
Generating KPI reporting monthly and quarterly
Safety training reporting
Coordinate weekly payroll submissions under the direction of the Engineering Manager
Monthly OT reporting
PTO tracking monthly reporting
Expense reporting
Uniform ordering
Technology ordering
Other