Administrative Assistant 188454

HKA is working on behalf of Jacobs and this role is to support Jacobs’ work through HKA.

1. PR’s – Generate Shopping carts for various catalog orders, Projects, Amendments and Open Purchase Orders. Contact suppliers for rate sheets/quotes, price breakdowns on quotes supplied to FSA, W9’s, COI’s, and all other paperwork needed for approval.
2. PO’s – Track Shopping carts 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 amendments to increase dollar amounts or extend expiration dates. 
3. Invoices – Review daily mail. Stamp all invoices with arrival date and appropriate “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.  Once invoices have been approved by FSA, log into NETS, and in-house to either RFSA or A/P (utility invoices) for further processing.
4. NETS – Enter all budget information, PR’s, PO’s, Suppliers, and Invoices into NETS for tracking and budget reports.
5. Cover Reception station as needed for scheduled time, breaks, and/or vacation periods.
6. RFP’s – Create formal RFP’s and Bidder lists as needed. Work with Corporate Procurement to get Buyer assignment.  Create any needed Bid form templates for suppliers to complete.  Coordinate with Corporate Procurement to have RFP’s distributed.  Create Bid Comparison spreadsheets or tables as required.
7. Suppliers – Call suppliers as needed to request repair services or to scheduled any additional services.
8. Assist FSA with any requested projects, proofing, finding suppliers, documents, etc.