Primary Objectives
The Operations Administrative Assistant is responsible for all clerical support of the Operations Manager and Operations Department by performing duties as listed below.
Reporting Relationships
This position reports to the Operations Manager.
Roles and Responsibilities
Duties include but not limited to:
- Greet guests, answer phone, and assist all calls and visitors with questions.
- Monitor building entrance.
- Maintain fuel and purchase cards for employees, correspond with companies to request new, cancel cards, vehicle changes, keep data records on changes, etc.
- Make education, seminar, and meeting reservations for employees: register employees for classes, reserve hotels, arrange airline reservation or company plane, vehicle rentals, request travel advances and email employee travel itineraries.
- Code incoming invoices and assist employees with coding.
- Assist Accounting Dept. with questions regarding invoices.
- Maintain all required list of company property and employees.
- Order and maintain office supplies.
- Maintain break room including ordering coffee, tea, sodas and supplies.
- Assist with new employee office setup.
- Enter new AFE information and maintain appropriate files.
- Provide vendors with required credit references and other documentation.
- Coordinate office equipment repairs and supplies.
- All additional clerical duties as requested.
- Willing to accept occasional overtime when necessary.
- Assume other duties as assigned by the Supervisor.
Qualifications and Education Requirements
- High School Diploma or equivalent required.
- Business Administration degree or equivalent experience preferred.
- Must be computer literate and have excellent Excel and Word skills.
- Must have excellent written and verbal communication skills.
- Experience with AS400, Access, and payroll software a plus.
- Must have good organizational skills and be able work under time constraints.
- Must maintain confidentiality, and be able to work independently
Attendance is essential and must perform all duties on Agave Energy Company premises.
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