Administrative Support Assistant
About The Position
We’re currently recruiting for an Administrative Support Assistant to provide administrative and operational support to the North American (NAM) region. Based in our Hayward, CA office, you will support the Regional Director and wider team while helping to ensure our Hayward and Montreal offices operate efficiently and have the services, supplies and facilities required to support our employees. This is a varied role with responsibility across administration, office management, procurement, finance, logistics, inventory and QHSE. You’ll work closely with teams across Nomad Digital, including Finance, Procurement, HR, Logistics, Delivery, Operations & Maintenance and Project Management. The role will also involve regular communication with our UK head office, meaning some flexibility around working hours may occasionally be required. About Nomad Digital Nomad Digital is the world's leading provider of passenger and fleet connectivity solutions to the railway industry. Founded in 2002, and headquartered in the UK, currently serving more than 80+ global customers - in more than 40 countries - Nomad designs, builds, deploys and manages passenger Wi-Fi and on-board passenger infotainment systems. Nomad also provides remote online condition-based monitoring and maintenance solutions for optimising fleet management, operational performance and improving fuel economy. When you join Nomad Digital, you will join a forward thinking, fast-growing, fun environment with access to some of the very latest technology in its field. You will work with experts who innovate collaboratively, creating an environment of team work and trustworthiness.
Requirements
- Advanced knowledge of MS Excel (i.e., use of conditional formatting, formulas, pivot tables, etc.)
- First Aid Certification (or willingness to gain certification)
- Experience as an Administrative Assistant
- Experience with international logistics shipments and harmonized tax codes
- Excellent computer proficiency (MS Office – Word, Excel and Outlook)
Nice To Haves
- Prior experience in supporting Supply Chain, Finance and Logistics processes
- Prior experience with NetSuite or other ERP systems
Responsibilities
- Develop and maintain a professional relationship with the NAM suppliers, clients, contractors, and staff
- Undertake the admin for raising requisitions, placing, and tracking orders from suppliers
- Responsible for updating NetSuite and spreadsheets for NAM goods in/out inventory transactions
- Effective filing of records (i.e., pack lists, invoices, certificates, contracts)
- Responsible for the administration of office-related orders (i.e., supplies, maintenance, utilities, etc.)
- Administer all domestic and international shipments for import/export from the US and Canada (i.e., packaging items, creation of pack lists, commercial invoices, looking up tax codes, etc.)
- Support Delivery and O&M in the effective management of physical stock and assembled kits
- Support Logistics in inventory counts, reporting, and reconciliation
- Support Finance in accounts receivable/payable transactions and making check deposits
- Support Finance in identifying and addressing account discrepancies or past due invoices (as needed)
- Support Human Resources in the on-boarding/off-boarding process for NAM
- Support Quality Health and Safety (QHSE) in monthly office inspections, safety tasks, and risk assessments
- Support the Project Management team by requesting quotes and the status of intercompany transfers
Benefits
- flexible working arrangements
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
