Airswift is looking for an Administrative Assistant to support a major client in Linden, NJ on a 12-month contract
Schedule: 5/40
The Maintenance Administrative Assistant is responsible for providing the Maintenance department with administrative, procurement, and cost controls support.
Responsibilities:
• Support the Maintenance work process and budget cost control through various tasks and activities
o Ensure work orders, requisitions and purchase orders are coded to appropriate cost categories consistent with corporate guidance
o Supporting the preventive maintenance programs with issuance of work packages and scanning/uploading records
o Build, maintain, and distribute various cost and activity reports
o Support the development and updating of annual maintenance budget and control tools
o Ad-hoc cost data gathering
• Work with Maintenance planners and supervisors, Procurement, Finance, vendors and contractor timekeeping coordinator on issues relating to purchase orders, invoicing, and time allocations
• Create, maintain, and steward maintenance projects in SAP, including project initial set, entering purchase orders and change orders, and submit journal voucher requests
• Create work orders, material and service requisitions for Maintenance Department as necessary
• Coordinate Document Retention Management for Maintenance Department
• Other administrative tasks to support the Maintenance Department
Requirements:
• Legally authorized to work in the job posting country
• High School Diploma or GED equivalent
• Proficiency and knowledge in Microsoft Word and Outlook applications (performing the skill with limited assistance) with emphasis in Excel and PowerPoint applications
• 3 or more years of administrative assistant experience
Preferred:
• Experience in SAP
• Experience in Tableau or Power BI visualization software
• Excellent communications and interpersonal skills
• Demonstrates knowledge of organization, document retention policy, business procedures and practices.
• Handles business-related issues to ensure minimum disruption of daily business; provides information to others.
• Acts as a liaison between internal and external customers, suppliers and vendors
• High organization skills and independently capable of setting and sorting out priorities
• Can work well under pressure and changing priorities
• Ability to maintain confidential information and manage legal hold orders
• High energy with a strong can-do attitude and proactive in taking the extra steps to provide support and accomplish work
• Able to manage small projects from start to finish with minimal direction