What are the responsibilities and job description for the Administrative Assistant position at Ormat?
Position Summary
This position is responsible for supporting day-to-day office functions while utilizing the most efficient methods ensuring that all duties are completed accurately and delivered with high quality and in a timely manner.
Essential Functions
- Responsible for accurate and timely input of purchase orders into Ormat's Purchasing System. This includes receiving for goods and services in the field or office, where applicable or required.
- Responsible for ensuring that purchase orders have received proper approval(s).
- Responsible for new vendor set up including obtaining and verifying vendor insurance requirements.
- Prepare and manage all weekly / monthly reporting.
- Review and process PPE expense reports and track for annual allocation.
- Assist in scheduling and organizing activities, meetings, conferences and luncheons.
- Assist with travel for department's employees.
- Receive visitors by greeting, welcoming, directing and announcing them appropriately.
- Must be able to work occasional overtime as required.
- Track and process company credit cards / statements.
- Responsible for preparing / understanding the flow of monthly accrual process and ensuring accuracy for financials. Correct any info as needed.
- Maintain phone list and emergency roster.
- Maintain and administer petty cash fund (if applicable).
- Provide administrative support in all areas.
- Answer, screen and forward incoming phone calls.
- Maintain office security by following safety procedures and controlling access.
- Maintain current knowledge and understanding of applicable company policies and programs.
- In addition to the above, an Administrative Assistant 2 must also be able to perform the below essential functions :
- Knowledge of and ability to perform invoice and cost management duties.
- Prepare ad hoc reports, invoicing, and review and complete special projects, as required.
- Review and update budgetary reports on a regular basis.
- Assist with training.
- Assist in reconciling PO's to ensure proper receiving and invoicing has occurred.
- Assist plant personnel and various departments by reviewing data and completing a review of what course of action should be taken regarding a purchase, invoice or revision.
- Assist in auditing operational reports to further understanding of the process.
- Provide back-up to other Admin Assts, as needed.
- Assist in running reports and posting in a centralized file for the team to work on, as directed by supervisor or manager.
- Assist in testing reports and process' to streamline.
- Assist in creating desk handbooks.
- Participate in troubleshooting efforts, including collection, assembly and tabulation of data.
- Maintain records of plant and other files.
Other Responsibilities
Education, Experience, and Skills Required
Physical Requirements
