Administrative Assistant at HEICO

Posted in Other 13 days ago.

Location: Vista, California

Job Description:

Entry Level

Position Summary: To provide general Administrative Support to Accounting, Executive Management, Human Resources and Purchasing.

Essential Duties and Responsibilities:

The essential functions include, but are not limited to the following:

  • Manage credit card charges.

  • Process Accounts Payable paperwork at completion of the check run.

  • Assist Cost Accountant in month end reconciliations.

  • Handle incoming and outgoing mail, including date stamping and distributing incoming mail.

  • Maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.

  • Perform such other accounting, financial, or administrative tasks as may be required from time to time -- quite often on short notice - by the CEO, DOF, or DOO.

  • Maintain stock on Office, Safety, Cleaning, and Engineering Supplies.

  • Provide support to Purchasing department which may include processing Purchase Orders, correcting purchasing errors, reconciling receiving issues to the PO.

  • Ensuring employee time data is entered properly into ERP system.

  • Assist HR with onboarding paperwork for temps, as needed.

  • Assist in the screening of visitors, as needed.

  • Always maintain confidentiality and professionalism to protect the privacy of employees.

  • Other duties as assigned.

Qualifications (Knowledge, Skills and Abilities)

  • High School Diploma or GED.

  • 2+ years of clerical experience in an office environment preferred.

  • Must be highly skilled in dealing with financial and numeric data.

  • Must be skilled in use of MS -- Excel, Word, PowerPoint, etc.

  • Must have very good verbal skills.

  • Must have excellent work habits, including a willingness to work the hours necessary to get the job done, especially when important deadlines cause greater than normal departmental pressures.

  • Strong analytical skills, attention to detail and ability to multi-task.

  • Must be able to investigate, document and resolve issues in a timely and professional manner.

  • Must possess the ability to generate trust and build relationships with co-workers.

  • Bilingual (Spanish) preferred, but not required.

  • Valid driver's license, auto insurance, and reliable transportation. Incumbent may need to use his/her personal vehicle in the course of employment.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made. Sits for extended periods of time at a computer station or work desk; stands and walks occasionally throughout the day; uses hands and fingers to operate computers and office equipment for up to 8 hours each day; lifts up to 20 pounds occasionally; exposed to typical office environment conditions and noise levels.

The Company is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

This position falls under the International Traffic in Arm Regulation (ITAR). This role is restricted to U.S. persons (i.e., U.S. citizens, permanent residents, and other protected individuals under the Immigration and Naturalization Act, 8 U.S.C. 1324b (a) (3)) due to access to export-controlled technology. Company will require proof of status prior to employment.