Administrative Assistant

Job Requirements: • Responsible for office administration, travel coordination, filing, database updates and monitoring and general administrative activities.• General Administrative support for department• Provide assistance in Travel arrangements and itinerary scheduling• Handle department phone calls (callers opt out of voicemail)• Manage office supply inventory; re-order as needed• Maintain storage room• Mail distribution and mailing• Copying• Preparing general office correspondence• Conference room scheduling• Meet visitors in lobby; escort to meeting room• Arrange lunches for meetings when required• Maintain visitor calendar• Maintain a vacation calendar for department• Maintain the Supply Chain Management central email inbox and re-direct emails to the appropriate team member.• Update org charts/telephone list for department• Arrange monthly meetings for safety/birthday events• Process miscellaneous department purchases (P-Card)• Update/maintain the Supply Chain Management Website.• Provide assistance in the Small Business Requirements of annual letters sent to Small Businesses for certification and diversity and SBA data/report filings• Assembly of binders including tabs• Spread sheet data entry and configuration• Calling vendors or plants to collect data• Presentation formatting• Assisting in assembling contracts documents• Assisting in preparing requests for quotes/bid packages• Assist Supply Chain Management team with acceptance notifications to qualified suppliers• Handle revisions (as needed) to supplier application and evaluation request forms• Archive purchase orders when complete; Archiving for offsite storage of prior years POs• Checks and/or compares documents, forms, applications, or other materials for accuracy, completeness, grammar, and format.• Prepares expense reports for Supply Chain Leadership team.• Contractor Certificates of Insurance administration.• Monitor expiration of Certificates of Insurance (Legal website)• Provide monthly list of expiring certificates to Field Sourcing Specialists, others• Assist with obtaining updated certificates for active contractors• Supplier/Contractor Database updating and monitoring• Receive and process supplier registration (application/request) forms; record in database• Programming modifications to database as needed (new fields, new reporting requirements)• Update supplier information in Supply Chain Technology system updating and monitoring.• Supplier registration information/submittal for approval• Maintain supplier contract/agreement information• Monitor contract expiration dates• Setting up reminders when pricing expires • Hard copies/Originals are filed after loaded into system• Enter the daily requisitions data into the Supply Chain Management database• Update the dates• Monitor the flow of the requisitions• Create 5 day report for slow moving requisitions• Email the managers/requestors of the requisition status• Field sourcing specialist requisition coordination • Updates job knowledge by participating in educational opportunities. • Enhances organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments. • Lead special projects as identified by the Sr. Director, Supply Chain Management.

Education:Required: College degree or equivalent experiencePreferred: prior purchasing/supply management experience

QUALIFICATIONS: