Administrative Assistant

Job Description

Job Description

We are seeking an Administrative Assistant to join our team located in Louisville, Kentucky. As an Administrative Assistant, you will be expected to manage purchasing activities, maintain accurate records, and provide routine administrative support.

This role offers a long-term contract employment opportunity.

Responsibilities :

• Handle the purchasing process for the Maintenance & Safety Departments, including reordering inventory as necessary
• Ensure purchase receipts are accurately matched and scanned in TimberScan, and materials are received in Sage
• Communicate with Project Managers and suppliers for Purchase Order / Receiving Paperwork
• Type and send purchase orders to vendors, and track material to ensure delivery dates are met
• Scan Purchase Orders and associated documents to the Purchasing job files on Dropbox
• Order office supplies as needed
• Assist in physical inventory checks and reconciliations
• Resolve purchase order and invoice differences with suppliers, addressing issues such as wrong deliveries, payments, invoices, credits, payment terms, and duplicate billings
• Prepare purchase orders or bid requests for items, materials, or services of a technical and specialized nature
• Maintain procurement records like items or services purchased, cost, delivery, product quality or performance, and inventories.

This role requires skills in Microsoft Excel, Microsoft Outlook, Microsoft PowerPoint, Microsoft Word, Data Entry, Customer Service, Email Correspondence, Answering Inbound Calls, Inbound Outbound Calls, and Scheduling Appointments.

• Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint
• Ability to handle and direct inbound and outbound calls
• Excellent customer service skills
• Experience in scheduling appointments
• Strong data entry abilities
• Proficiency in email correspondence
• Ability to multitask and prioritize work as needed
• Excellent communication and interpersonal skills
• High level of accuracy and attention to detail
• Ability to work independently and as part of a team
• Strong organizational and time management skills
• Ability to handle sensitive and confidential information with discretion
• Strong problem-solving skills and ability to make decisions under pressure.
10 hours ago