Administrative Assistant III

UCT is looking for a talented Administrative Assistant III to join us in Scarborough, ME!

As a Sr. Administrative Assistant, you will need to have the ability to perform the following:

• Self-motivated and flexible individual who thrives in a fast-paced environment.
• Your typical day will include executing research and data analysis, defining best approach, compiling, and manipulating data, analyzing, and troubleshooting problems, as well as preparing reports and recommendations.
• Concurrently, you will take a hands-on approach to coordinating activities for team members, maintaining office supply inventory, procuring items as needed for the team you support.
• Partner with purchasing and local management to develop cost savings strategies, schedule required vendor support for site specific equipment.
• Administer the prescription safety glasses and safety shoes program.
• Lastly, a large part of your role will be interfacing with customers to include reconciling invoices and issuing credit memos when necessary.

Essential Duties and Responsibilities:

• Find discrepancies between batch and SAP and liaise with Account Receivable.
• Reconcile invoices and issue credit memos or contact customer where appropriate.
• Establish and maintain min/max inventory levels.
• Source vendors for new requests, quotes, and optimize cost and quality.
• Work with vendors to follow up regarding on-time delivery and receipt/quality issues.
• Partner with purchasing and local management to develop cost savings strategies.
• Liaise with AP to ensure invoices are paid.
• Manage open order report to ensure timely receipt of goods and processing of packing lists.
• Move discontinued instruments off the floor and remove from Limble.
• Ensure all calibrations are done on time and work order updated/internally.
• Audit calibration efforts in preparation for external audit.
• Confirm that all office needs are met including janitorial, printing, drinking water, and document storage supplies.
• Manages return of all items needing repair, calibration or return to vendor.
• Administer the prescription Safety Glasses Program (MySV) and Safety Shoes.

Required Qualifications/Skills:

• Minimum high school diploma or GED. Technical associate’s degree or some college preferred.
• 5 years of direct experience as an Administrative Assistant.
• 3 years of experience working with SAP.
• Ability to handle repetitive work and provide fast turn-around.
• Excellent verbal and written communication.
• Proven ability to handle confidential information.
• Advanced computer skills, Microsoft Word, and Excel.
• Ability to manage multiple requests from multiple sources with shifting priorities.
• Must be able to wear required PPE.

Preferred Qualifications/Skills:

• Previous experience in booking corporate travel and expense processing.
• Experience in coordinating meetings and events preferred.

Other Requirements

• Must have reliable transportation.
• Must be able to pass background check and drug screening.

Physical and Mental Job Essential Functions

• Sit for LONG PERIODS of time.
• Lift up to 40 lbs. on a consistent basis.
• Must be able to read and comprehend directions.
• Must be able to hear and speak to communicate with co-workers. Accommodations can be made for emergency alerts for any employee that has hearing impairment.

At Ultra Clean Technology, we do not just welcome diversity - we celebrate it! Ultra Clean Technology is proud to be an equal opportunity employer. We are committed to equal employment opportunity regardless of race, color, national or ethnic origin, age, religion, disability, sexual orientation, gender, gender identity and expression, marital status, and any other characteristic protected under laws and regulations.

UCT offers an excellent benefits package to all full-time employees, which includes medical, dental, vision, 401(k), and paid time off.