Entry Level Administrative Assistant (Remote)
About the job Entry Level Administrative Assistant (Remote)
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Job Description:
Job Posting
Directs and guides all financial and administrative activities for a remote project office. This administrative position may require the incumbent to exercise discretion and independent judgment in order to meet established objectives. Understands priorities within the office and helps ensure that they are met. Anticipates where problem areas may arise; evaluates alternative methods of accomplishing tasks and meeting goals; and initiates suitable action. May supervise lower-level administrative support personnel.
Responsibilities:
Obtains competitive bids from outside vendors for a variety of services such as on-site copiers, maintenance services, etc. Prepares detailed comparisons to determine which vendor best meets the needs of the office with respect to both cost and level of service. Negotiates contractual terms and conditions; submits recommended purchase/lease arrangements to Project/Operations Manager for approval.
Reconciles various office accounts; pays operating bills or submits appropriate documentation to the corporate office for payment. Follows up as needed to ensure timeliness and avoidance of late payments.
Prepares financial reports as requested by management.
Keeps current on all project and Company policies and procedures, interpreting and administering same.
May represent the office by attendance at meetings with the client or others. Keeps manager informed of all pertinent action/pending action.
Administers the operating budget for the project office. Gives input for initial figures; investigates, resolves, and reports all variances to the Project/Operations Manager.
Purchases and maintains an appropriate inventory of frequently used office supplies.
Originates correspondence and reports not requiring the personal attention of Project/Operations Manager.
Reviews time reports to verify accuracy of hours worked and Job#/WBS charges. Follows up to ensure timely processing of corrections. Tracks paid-time-off hours charged and maintains schedule of future hours to be taken.
Coordinates telephone changes, office moves, best utilization of space/equipment, etc.
May supervise lower-level administrative support personnel, assigning work, reviewing completed assignments, and offering training and guidance. May provide input for, or complete, performance evaluations.
Performs other responsibilities associated with this position as may be appropriate.
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