Administrative Assistant

HKA Enterprises is unable to support C2C. 3^rd party submissions and C2C requests will not be considered for any positions.

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

Qualifications:

High School Graduate or higher education preferred.

Preferred previous Administrative Assistant Experience in a professional office environment.

A good working knowledge software programs such as SAP, Microsoft Word, Excel, Outlook, PowerPoint, One Note and etc.

Excellent customer service skills, professional attitude and appearance are necessary.

Excellent written and verbal communication.

Ability to collaborate with staff across multiple departments.

Ability to work with budgets and create spreadsheets.

Ability to multi-task in stressful situations and meet deadlines efficiently.

Dedicated team approach to business skills.

Must have excellent attention to details skills.

Must have excellent time management skills.

Recommendations are a plus.

Responsibilities:

Ensure total customer satisfaction through the understanding of client’s expectations, initiative-taking problems, identification/resolution, and maximizing opportunities to build relationships.

Provides administrative support to ensure efficient client operations.

Completes operational requirements by scheduling and assigning administrative projects and expediting work results.

Maintains supplies inventory by checking stock to determine inventory levels anticipating needed supplies, placing, and expediting orders for supplies.

Generate Shopping carts for various catalog orders, Project, Amendments, and open Purchase Orders.

Contact suppliers for rate sheets/quotes, price breakdowns and quotes supplied to FSA, W9’s, COI’s and all other paperwork needed for approvals.

Track Shopping carts for PO issuance and request new Purchase Orders when needed to replace expiring contracts, and amendments to increase dollar amounts or extend expiration dates.

Stamp all incoming invoices with arrival dates and appropriate “Approval” stamp for PO, cost center, account, and other processing information.

Invoices are to match their assigned PO’s numbers, confirm all required information is attached to each invoice.

Once invoices are approved by the FSA, log into NETS, and use in-house mail to the RFSA or A/P (utility invoices) for further processing.

*Cover reception station when needed for scheduled time, breaks, and/or vacation periods.

Create formal RFP’s and Bidder Lists as needed. Work with Corporate Procurement to get Buyer assignments.

Create any needed Bid from template for suppliers to complete.

Create Bid Comparison spreadsheets or tables as required.

Call suppliers as needed to request repair services or schedule and additional services.

Assist FSA with any requested projects, proofing, finding suppliers, documents, etc.

*To be determined action