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Administrative Assistant
Ref No.: 18-31843
Location: Mt. Laurel, New Jersey
Position Type:Contract
Shift:First
Job Category:Admin/Secretarial
Benefits:401K, Dental Insurance, Medical Insurance
*6 month contract position with additional opportunity based upon performance and continued business need*

Administrative Assistant Duties
  1. Purchase Requests – Generate Purchase Requests for various catalog orders, Projects, Amendments and Open Purchase Orders.  Contact suppliers for rate sheets/quotes, price breakdowns on quotes supplied to Facility Services Administrator (FSA), W9’s, Certificates of Insurance, and all other paperwork needed for approval. 
     
  2. Purchase Orders – Track PR’s for PO issuance, and request new Purchase Orders when needed to replace expiring contracts. Review Open Purchase Orders for required formal RFP’s, new contracts, and amendment to increase dollar amounts or extend expiration dates.  Review NETS (New Expense Tracking System) files and start RFP’s when needed prior to Specification revisions by the FSA.
     
  3. Invoices – Review daily mail.  Stamp all invoices with arrival date and confirm they belong to our cost center.  If not, photocopy for your “passed on” file and give to appropriate Honda Admin.  If ours, add “Approval” stamp for PO, cost center, account and other processing information.  Match invoice to proper Purchase Order, confirm all required backup is attached to each invoice.  Obtain any missing backup.  Once invoices have been approved by FSA, log into NETS, photocopy, and in-house to RFSA (Regional FSA) for further approval. 
     
  4. NETS (New Expense Tracking System) – Enter all budget information, PR’s, PO’s, Suppliers, and Invoices into NETS for tracking and budget reports.  Confirm proper entry of all data.
     
  5. Cover Reception in the afternoon five days, Monday through Friday, and as needed for scheduled time, breaks and/or vacation periods. Includes answering multi-line switchboard, taking messages or transferring calls, greeting visitors and processing and providing visitor badges, etc.
     
  6. Request For Proposals – Create formal RFP’s as needed.  Work with Corporate Procurement to get Buyer assigned, create any needed form templates for Suppliers to complete.  Coordinate with Corporate Procurement to have RFP’s sent out.  Create Bid Comparison spreadsheets or tables as required.
     
  7. Suppliers – Call Suppliers as needed to request repair services or to schedule any additional services, or to order office, operating and janitorial supplies.
     
  8. Assist FSA with any requested projects, proofing, finding suppliers, documents, etc.
     
  9. Maintain all filing for Open PO’s, Projects, etc.
Pay Rate: $15.00 per hour
Drug and background screenings required


On-Board Services provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, religion, sex, national origin, age, disability or genetics.