What are the responsibilities and job description for the Administrative Assistant position at Indotronix Avani Group?
GENERAL FUNCTION:
The Administrative Assistant is an essential part of the Digital Engineering (DE) team, reports to the Vice President and Chief Engineer, and interacts significantly with the DE Project Analyst for general direction. In this role, the assistant will perform critical administrative and financial responsibilities, executing important tasks to ensure the DE team operates efficiently and effectively. The candidate must execute important tasks to keep the DE center of excellence performing efficiently and effectively.
RESPONSIBILITIES:
- Execute important purchasing transactions and build key relationships critical to the DE group.
- Generate significant purchasing transactions through purchase orders, corporate credit cards, etc., and critical items during the end-of-year budget close.
- Enable capital asset purchases, including creating capital budget requests (CB2s), activating assets, and monitoring to ensure that depreciations are tracked appropriately.
- Facilitate important supplier relationships, including finding preferred suppliers, onboarding new suppliers, following up with the vendor management team throughout the onboarding cycle, and initiating any edits proposed by the supplier, e.g., bank information update, payment term change, address change, etc.
- Assist with important annual renewals for software, maintenance, and other items.
- Maintain proficiency and continually expand knowledge of general purchasing practices.
- Provide general administrative support to the DE team for optimal efficiency and throughput.
- Coordinate the DE Monthly Status Report by highlighting efforts on KDG2 key projects and collating information for the final summary.
- Organize meetings and other key events for the Digital Engineering group, including planning and executing logistics and internal communications.
- Understand vision and strategy for Digital Engineering deployment and work with the group to develop and implement various communication vehicles.
- Perform key administrative duties and assist with sitewide events.
- Assist HR Partner with sitewide summer internship program. This includes coordinating networking and team-building events, leadership sessions, logistics for final presentations, and other items such as advice on housing etc.
- Act as the sitewide technology coordinator to update displays with new content.
Qualification:
- Minimum of a High School diploma required. Associates' and/or Bachelor's Degree desired.
- Minimum of 3 years of experience in a financial or administrative coordination role required.
- Experience in general accounting, vendor management, purchasing processes, and financial bookkeeping is preferred.
- Knowledge of Microsoft Excel is highly desired.
