Site Admin

Summary of Essential Job Functions:

• Review / edit timekeeper (ADP e-Time)
• Approve Employee vacation request and update calendars accordingly
• Tracking Employee attendance and forward updated information to management
• Keep record of Attendance / Performance infraction documentation
• Generate multiple e-Time reports for various reasons
• Upload e-Time Hours Worked reports to Navision for weekly billing purposes
• Create weekly customer invoices from Navision
• Process invoices in customer's Portal (Ariba) for approval and payment
• Weekly updates to Financial Tracker with Sales and Expenses
• Monitor and request customer PO's for in-scope and out-of-scope projects
• Create Sales Orders from Navision as required
• Monitor AR Aging for payments and contact customer if any discrepancies or late payments
• Report AR status on weekly Teams Meeting calls with Corporate
• Raise Purchase Orders for vendors in Coupa as required
• Match up Packing Slips to Vendor invoices and receipt against PO's in Coupa
• Respond to Vendor inquiries with discrepancies or payments
• Compile data for monthly AP and AR Accruals for Corporate
• Prepare Monthly/weekly Reports: Organic Sales Tracker, Special Project Costing, Temporary Hours, Terminated Employees, Hours Worked & Billed, Honda Hours Breakdown Report, financial tracker.
• Address Employees questions, concerns, and requests
• Aid with New Hires and submit ECN's for onboarding
• Maintain Monthly Attendance Bonuses and submit ECN's for eligible employees
• Administer Security Passes thru Honda Portal (PeopleSoft)
• Maintain records for Safety Footwear and Safety Eyewear programs. Upon request issue Vouchers when eligible.
• Maintain and monitor Uniform program
• Oversee Safety Records and files
• General office duties as required

Duties and Responsibilities:

• Keeping and appropriately filing administrative financial and personnel records
• Organizing and controlling the operations of a department by providing administrative services
• Maintaining sufficient inventory of office supplies
• Facilitate correspondence for the office, such as letters, packages, and phone calls
• Updating of office records and databases that contain personnel, financial, and office data
• Any task given by the Facility Manager

Competencies:

• Experience - Previous administrative management or clerical experience
• Customer Service Orientation - Satisfying customers
• Adaptability - Willingness to deal with unexpected challenges or circumstances
• Problem Solving - Define problems and bring about viable solutions
• Strong work ethic

Knowledge, Skills, and Abilities:

• Ability to communicate with team members and management
• Knowledge of Microsoft Office suites and other office technology
• Knowledge and understanding of Accounting, Payroll, and Timekeeping
• Ability to multitask and extremely detail-oriented
• Adaptability and flexibility to adjust priorities for whatever task is most important at any given time
• Ability to easily grasp new endeavors and new challenges
• Ability to handle sensitive information