What are the responsibilities and job description for the Administrative Assistant - Troy, OH position at Jacobs?
At Jacobs, we challenge what is currently accepted, so we can shape innovative and lasting solutions for tomorrow. Through the delivery of our operations and maintenance services, you’ll make it simpler and more seamless for our municipal clients to operate safely and efficiently, empowering communities to focus on what matters most to them - people.
The Administrative Assistant is responsible for supporting the client to help them organized and complete tasks that allow them to focus on more advanced responsibilities. You’ll join a collaborative team ensuring that our clients can deliver their services - uninterrupted based in Troy, OH. This position will report directly to the Parts Center Manager/Supervisor with additional direction from the Facilities Lead.
Essential duties and responsibilities:
* Provides administrative support to ensure efficient client operations.
* Maintains supplies inventory by checking stock to determine inventory levels anticipating needed supplies, placing, and expediting orders for supplies.
* Generate Shopping carts for various catalog orders, Project, Amendments, and Purchase Order requests.
* Contact suppliers for rate sheets/quotes, price quotes, W9’s, COI’s and all other paperwork needed for approvals.
* Track Shopping carts for PO issuance and request new Purchase Orders when needed to replace expiring contracts, and amendments to increase dollar amounts or extend expiration dates.
* Scan and file all incoming invoices with arrival dates and appropriate "Approval" stamp for PO, cost center, account, and other processing information.
* Match invoices to proper PO’s, confirm all required backup is attached to each invoice.
* Create formal RFP’s and Bidder Lists as needed. Work with Corporate Procurement to get Buyer assignments.
* Call suppliers as needed to request repair services or schedule and additional services.
* Assist part center management with any requested projects, proofing, finding suppliers, documents, etc.
* Assist part center management with event planning including ordering supplies, meals, set-up, and day-of deliveries.
Bring your team-focus, adaptability, and commitment to excellence, and we’ll help you grow what drives you - and deliver the world’s most challenging Operations Management projects, together.
Jacobs health and welfare benefits are designed to invest in you, and in the things you care about. Your health. Your well-being. Your security. Your future. Eligible employees and their dependents may elect medical, dental, vision, and basic life insurance. Employees are able to enroll in our company’s 401k plan, and if eligible, a deferred compensation plan, and Executive Deferral Plan. We have a paid time (PTO), seven paid holidays, one floating holiday, and caregiver leave. Hired applicants will be able to purchase discounted company stock and have the opportunity to receive a performance discretionary bonus.
#omfs #bia #ourjacobs * High school Diploma or equivalent education required.
* Accounting and audit skills preferred
* 2-5 years’ experience working in a professional office environment.
* Knowledge of appropriate software including Microsoft Word, Excel, and Outlook, and PowerPoint.
* Excellent customer service, professional attitude and appearance are a must.
* Excellent written and verbal communication.
* Ability to work with staff across multiple departments.
* Ability to work with budgets and create spreadsheets.
* Ability to work in stressful situations and meet deadlines efficiently.
* Strong team approach to business skills
* Must have excellent follow through skills.
Working Conditions & Physical Requirements:
The physical and environmental demands required to perform the essential duties of this position include standing, walking, and sitting.
The Administrative Assistant is responsible for supporting the client to help them organized and complete tasks that allow them to focus on more advanced responsibilities. You’ll join a collaborative team ensuring that our clients can deliver their services - uninterrupted based in Troy, OH. This position will report directly to the Parts Center Manager/Supervisor with additional direction from the Facilities Lead.
Essential duties and responsibilities:
* Provides administrative support to ensure efficient client operations.
* Maintains supplies inventory by checking stock to determine inventory levels anticipating needed supplies, placing, and expediting orders for supplies.
* Generate Shopping carts for various catalog orders, Project, Amendments, and Purchase Order requests.
* Contact suppliers for rate sheets/quotes, price quotes, W9’s, COI’s and all other paperwork needed for approvals.
* Track Shopping carts for PO issuance and request new Purchase Orders when needed to replace expiring contracts, and amendments to increase dollar amounts or extend expiration dates.
* Scan and file all incoming invoices with arrival dates and appropriate "Approval" stamp for PO, cost center, account, and other processing information.
* Match invoices to proper PO’s, confirm all required backup is attached to each invoice.
* Create formal RFP’s and Bidder Lists as needed. Work with Corporate Procurement to get Buyer assignments.
* Call suppliers as needed to request repair services or schedule and additional services.
* Assist part center management with any requested projects, proofing, finding suppliers, documents, etc.
* Assist part center management with event planning including ordering supplies, meals, set-up, and day-of deliveries.
Bring your team-focus, adaptability, and commitment to excellence, and we’ll help you grow what drives you - and deliver the world’s most challenging Operations Management projects, together.
Jacobs health and welfare benefits are designed to invest in you, and in the things you care about. Your health. Your well-being. Your security. Your future. Eligible employees and their dependents may elect medical, dental, vision, and basic life insurance. Employees are able to enroll in our company’s 401k plan, and if eligible, a deferred compensation plan, and Executive Deferral Plan. We have a paid time (PTO), seven paid holidays, one floating holiday, and caregiver leave. Hired applicants will be able to purchase discounted company stock and have the opportunity to receive a performance discretionary bonus.
#omfs #bia #ourjacobs * High school Diploma or equivalent education required.
* Accounting and audit skills preferred
* 2-5 years’ experience working in a professional office environment.
* Knowledge of appropriate software including Microsoft Word, Excel, and Outlook, and PowerPoint.
* Excellent customer service, professional attitude and appearance are a must.
* Excellent written and verbal communication.
* Ability to work with staff across multiple departments.
* Ability to work with budgets and create spreadsheets.
* Ability to work in stressful situations and meet deadlines efficiently.
* Strong team approach to business skills
* Must have excellent follow through skills.
Working Conditions & Physical Requirements:
The physical and environmental demands required to perform the essential duties of this position include standing, walking, and sitting.
