GEOSPACE TECHNOLOGIES CORP Executive Administrative Assistant Salary in the United States

Description

Administrative Duties

Provide administrative support to the Chief Project Engineer as well as the employees in the engineering department. Perform clerical and administrative duties that help engineering run more efficiently. Daily duties include, but are not limited to; answering phones, directing inquiries to the appropriate person(s) and take messages accordingly, schedule appointments and set up staff meetings, sometimes managing catering and audiovisual requirements.

Work with vendors to maintain office equipment and supplies. Editing documents, basic bookkeeping and keeping files or libraries organized. Create reports, spreadsheets and presentations when needed.

Manage and assist the Purchasing Clerk(s) for R&D whose duties are listed below.

General Clerical Duties (including but not limited to)

Daily processing of packing slips/ lists accompanying material delivered from Receiving Dock

• Date Stamp packing slip
• Match to purchase order
• Send email to engineer that requested material has arrived
• Data entry against purchase orders of items received
• Scanning of purchase order and accompanying documents to be electronically saved in database

Investigate/ expedite late purchase orders, update delivery dates – notify appropriate engineer of order status.  Be willing to locate alternative parts/ vendors if delivery is delayed and coordinate with the requesting engineer.

Process Field Service Technician’s Field Pay Requests, making sure requests and signatures are authorized/ approved – send copy to Payroll for verification.  Update Comp Day spreadsheet and Days Traveled spread sheet.

Process all expense reports for Engineering and Field Service departments.

Process invoices via in-house software for select vendors.

Reconcile three corporate purchasing credit card statements each month.

Order office supplies for Field Service and Engineering departments.

Process annual renewals of Software, etc. – update spreadsheet.

Schedule Field Service training/ physicals and update spreadsheet.

Pay annual Patent Annuities – update spreadsheet.

Work with Engineering/ Field Service departments on calibration of tools – update spreadsheet.

Daily processing of purchase requisitions.

• Create purchase orders from requisitions
• Place purchase orders with vendors
• Get proper signatures on purchase orders from management
• Pend for receipt of merchandise
• Work with Receiving department identifying shipments without proper paperwork

Coordinate return shipments of rejected merchandise with appropriate RMA paperwork.

Update Pre-Payment spreadsheet for Accounting.

Reconcile Vendor/ Supplier invoice issues with A/P.

Other duties as assigned.

Field Service Sales Order Entry

• Collect all information required to enter sales orders for invoicing each month
• Enter sales order and communicate with A/R that order is ready to invoice
• Update spreadsheet used to track PO’s from Customers

Qualifications

Skills Required

• Strong communication skills, written and verbal
• Strong analytical and reasoning skills
• Basic computer skills, Word, Excel, Adobe
• Experience with JDE/ Oracle preferred but not required
• Ability to think freely and exercise independent judgement
• Must be extremely detail oriented and punctual
• Able to multi-task and handle interruptions
• Self-starter without the need for constant direction on duties to perform

Education Required

• Four Year Degree preferred, Associates Degree required
• Experience in an office setting

Customer Service experience would be helpful but not required