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Job Requirements of Administrative Assistant:
-
Employment Type:
Contractor
-
Location:
Canton, NY (Onsite)
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Administrative Assistant
Careers Integrated Resources Inc
Canton, NY (Onsite)
Contractor
Duration: 12 months, possibility of extension
Pay: $23 hourly
Schedule: Full-Time, M-F, 8am - 5pm. Some OT possible - as approved on an occasional basis.
Job Description:
Responsibilities:
Education:
Experience:
Desired Skills:
Pay: $23 hourly
Schedule: Full-Time, M-F, 8am - 5pm. Some OT possible - as approved on an occasional basis.
Job Description:
Responsibilities:
- Maintain project spend by entering and updating all capital and expense portfolio data into database; request project charge numbers and support budget tracking in coordination with Finance.
- Prepare, analyze, and distribute monthly project spend, labor, and SAP based reports for capital and expense projects.
- Track and update engineering, departmental, and operational metrics, including one pager metrics, divisional vital fews, and routine reporting.
- Manage experimental parts tracking and assist process engineers with quoting activities.
- Coordinate purchasing requests, receipts, documentation, and contractor related materials.
- Own logistics and coordination for recurring engineering and plant meetings (including the daily 10:00 a.m. plant project meeting); prepare agendas, consolidate slide decks, capture meeting notes, distribute action items, and follow up on commitments.
- Schedule meetings, conference rooms, vendor and visitor visits, and maintain shared calendars, distribution lists, and recurring meeting series.
- Organize onboarding for new employees, contractors, and interns, including materials, access requests, and system setup coordination.
- Route and track access requests, IT tickets, facilities service tickets, and other service requests for team members.
- Coordinate on site trainings, seminars, and external travel or training logistics, including registrations, documentation, and itineraries.
- Manage shared inboxes, collaboration platforms (e.g., Teams, SharePoint), and shared folders with standardized naming and version control.
- Maintain and update SOPs, templates, checklists, and controlled documents in accordance with plant documentation workflows; support audit preparation and documentation readiness.
- Track deadlines for project documentation, presentations, OneFile submissions, and extension requests; send reminders and follow up with owners.
- Draft and distribute routine communications, reminders, and coordination emails on behalf of the engineering team.
- Handle miscellaneous administrative and coordination tasks that reduce non technical workload for engineers.
Education:
- HS Diploma or GED Minimum
Experience:
- Highly proficient with Microsoft Office tools such as Word, Excel, PowerPoint, & Outlook
- Collaborate with key stakeholders to complete assigned tasks
- Experience with scheduling tools, navigating stakeholder and location availability
Desired Skills:
- 2+ years of previous experience as an Administrative Assistant
- Strong organizational and prioritization skills with the ability to manage multiple projects, deadlines, and stakeholders simultaneously.
- Exceptional attention to detail in data entry, documentation, scheduling, and reporting.
- Ability to anticipate needs, follow up on open items, and independently resolve routine issues.
- Professional written and verbal communication skills for interacting with engineers, leadership, vendors, and cross functional teams.
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