TransCore (TCI), a subsidiary of ST Engineering is seeking a full-time Administrative Assistant to join our team in Miramar, Florida.
SUMMARY: The Administrative Assistant provides administrative, clerical and project support including documenting and reporting project activities in cooperation with, and under the direction of the Project Manager, or his/her assigns.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Essential Duties and Responsibilities include the following but are not limited to:
Prepares monthly, and project specific financial reports including invoices when specified milestones or invoicing periods have been achieved.
Prepares, and upon review and approval, issues "Purchase Orders (PO)" to vendors, tracks receipt of said materials and services as compared to POs, utilizing various software and accounting databases.
Assists with shipping, receipt of shipments, and job code tracking of material.
Completes permit forms and applications from information provided by staff.
Contacts rental agencies to schedule Maintenance of Traffic devices, equipment, and supplies, as required.
Serves as travel coordinator for: air, ground transport, and hotel reservations for managers, crews, and technicians.
Other coordination activities as assigned by the PM or his/her assigns.
Prepares monthly credit card reconciliation statements and receipts for home office review.
Maintains office records, both paper and electronic formats.
Report and escalate issues to management as needed.
Assist in the creation and maintenance of comprehensive project documentation, plans, and reports.
Participates and documents via notes in conferences and meetings and distributes as required.
Other duties as assigned.
Education, experience and licenses:
AA Degree in Business or equivalent work experience may be substituted in lieu of degree. High school Diploma required.
Follows policies and procedures.
Excellent computer skills (use and operation of systems in a network and cloud environment).
Two years in administrative support services with demonstrated professional growth.
Direct MSOffice experience (Word, PowerPoint, Excel etc.).
Computer skills and use of financial type systems.
Excellent written and verbal communication skills.
Solid organizational skills including diligence and multitasking skills.
Basic mathematical skills: add, subtract and multiply in all units of measure.
Experience with purchasing and inventory.
Ability to exercise good judgment, tact and diplomacy in all customer and employee dealings.
