Job Summary:

The Administrative Assistant is responsible for the overall administrative functions of the facility; to include invoice processing, file maintenance, the timely completion of payroll, and administering Human Resources procedures and benefits.

Key Responsibilities:

Health and safety

• Maintain compliance with ContourGlobal’s safe work practices outline in the organizations Health & Safety Management System.
• Support fellow work partners to help ensure job tasks are adequately reviewed prior to initiating work and when changes occur in the work environment or tasks requirements.
• Communicate any unsafe work condition or hazard to your Health & Safety Manager or Operational leader immediately.
• Report any Health & Safety incident, realized or potential to your Health & Safety Manager or Operational leader immediately.
• Participate in Health & Safety activities as requested i.e. Incident investigations, inspections, effectiveness reviews and best practice sharing.

Main Duties

Accounts Payable

• Review invoices for accuracy and verify they are supported by a purchase order, work order request or other approved requisition document.
• Perform data entry of invoices into the system.
• Assist Plant Manager in identification of monthly Operations & Maintenance variances.
• Assist Plant Manager with audit requests, related to the Accounts Payable function.
• Responsible for accurate vendor, accounts payable files (electronic and paper), and supporting documentation.
• Responsible for vendor W-9 files, and new vendor request.
• Require vendors to progressively send all their invoices to the AP generic address including CG PO number on it. Provide PO numbers to all clients and request them to add PO numbers on their invoices.

Procurement:

• Process procurement documents (purchase requisitions, purchase orders, contracts, delivery notes, acceptance protocols, invoices) with due care in accordance with the procurement policies and procedures.
• Ensure proper contract administration, including but not limited to availability, validity, and renewal of bonds.
• Maintain proper records in accordance with the procurement policies and procedures.
• Produce regular and ad hoc reports for ContourGlobal management.
• Utilize the implemented tools and systems of ContourGlobal for performance of procurement-related activities.
• Manage vendor onboarding and re-certification as per existing policies and procedures.
• Maintain accurate record of vendor insurance certificates, terms & conditions.

Human Resources:

• Administer Human Resources programs as directed and serve as liaison with CG Corporate Human Resources.
• Assist with hiring of Plant employees. Oversee the new employee orientation process.

Administration:

• Manage and control all CG site policies and procedure revisions.
• Maintain accurate employee training and safety records.
• Ensure security of Plant records and files.
• Return and answer all third-party calls and questions.
• Maintain office supplies: Responsible for procurement and coordinating timely receipt of office supplies.
• Schedule and plan Company-sponsored employee functions (i.e.: luncheons, service awards, etc.)