Administrative Assistant

  • Location

    Oakland, United States

  • Sector:

    Administrative

  • Job type:

    Contract

  • Contact:

    Lamar Murphy

  • Job ref:

    850

  • Published:

    10 months ago

  • Expiry date:

    2019-07-16

Job #34

Job Summary:

  • General administrative assistance

 

  • Scheduling and arranging meetings, organizing Outlook calendars

 

  • Resolving building and office logistics issues

 

  • Help solve team-member questions regarding internal policies, resources

 

  • Other office administration duties as needed

 

  • Invoicing and payable administration

 

  • Enter and maintain incoming invoice data in tracking spreadsheets

 

  • Track invoice approvals and payments, provide reports and analysis

 

  • Research and resolve invoice questions, using accounting databases, email, and trackers

 

  • Organize and maintain storage and accessibility of invoices

 

  • Process expense reports

 

  • Communicate with Accounts Payable team to ensure payments and proper records

 

  • Contract administration assistance

 

  • Collect relevant documents for contracting: quotes, approvals, signatures

 

  • Facilitate contract requests

 

  • Communicate with Contracting team to resolve issues

 

  • Budget reporting assistance

 

  • Assist with generating reports, reconciling budget information

 

  • Contractor HR administration

 

  • Enter statements of work (SOW) data into tracking spreadsheets

 

  • Assist with the tasks of onboarding consultants

 

  • Research and resolve SOW questions, provide reports, analysis

 

  • Organize and maintain archive of SOWs

 

  • Communicate with agencies to ensure smooth onboarding

 

  • Facilitating internal request forms

 

  • Collecting and entering accurate information into internal purchase requisitions, contract request forms, capital expense forms

 

  • Distributing completed forms, tracking progress, following up for status updates

 

  • Drafting templates for easy access and use


Must have experience with:

Word, Excel, Outlook

Administrative, office assistance

Pluses:

HR administration

accounts payable

budget analysis

documents editing and administration