Airswift is looking for an Administrative Assistant to support a major client in Linden, NJ on a 12-month contract
Schedule: 5/40
The Maintenance Administrative Assistant is responsible for providing the Maintenance department with administrative, procurement, and cost controls support.
Responsibilities: • Support the Maintenance work process and budget cost control through various tasks and activities
o Ensure work orders, requisitions and purchase orders are coded to appropriate cost categories consistent with corporate guidance
o Supporting the preventive maintenance programs with issuance of work packages and scanning/uploading records
o Build, maintain, and distribute various cost and activity reports
o Support the development and updating of annual maintenance budget and control tools
o Ad-hoc cost data gathering • Work with Maintenance planners and supervisors, Procurement, Finance, vendors and contractor timekeeping coordinator on issues relating to purchase orders, invoicing, and time allocations • Create, maintain, and steward maintenance projects in SAP, including project initial set, entering purchase orders and change orders, and submit journal voucher requests • Create work orders, material and service requisitions for Maintenance Department as necessary • Coordinate Document Retention Management for Maintenance Department • Other administrative tasks to support the Maintenance Department
Requirements: • Legally authorized to work in the job posting country • High School Diploma or GED equivalent • Proficiency and knowledge in Microsoft Word and Outlook applications (performing the skill with limited assistance) with emphasis in Excel and PowerPoint applications • 3 or more years of administrative assistant experience
Preferred: • Experience in SAP • Experience in Tableau or Power BI visualization software • Excellent communications and interpersonal skills • Demonstrates knowledge of organization, document retention policy, business procedures and practices. • Handles business-related issues to ensure minimum disruption of daily business; provides information to others. • Acts as a liaison between internal and external customers, suppliers and vendors • High organization skills and independently capable of setting and sorting out priorities • Can work well under pressure and changing priorities • Ability to maintain confidential information and manage legal hold orders • High energy with a strong can-do attitude and proactive in taking the extra steps to provide support and accomplish work • Able to manage small projects from start to finish with minimal direction