Administrative Assistant Job at AAA USA Inc in Jupiter

Description:

About the Company:

We provide specialized subcontracting and technical assistance services to support clients in the transport and aerospace industries. We work closely with clients to ensure that our solutions meet their needs and exceed their expectations. Our team members are motivated individuals that do remarkable things every day!

Position Summary:

AAA United States, Inc. has partnered with a company in Jupiter, Florida that is a leading aftermarket service provider for multi-platform OEM gas turbine power plants worldwide.

The Administrative Assistant will provide essential support to the team and contribute to the efficient day-to-day operations of the office. This role involves managing administrative tasks, handling correspondence, organizing schedules, and assisting with other office duties as required.

Essential Functions:

• Audit expense reports and enter into applicable systems as necessary to ensure timely and accurate entry
• Prepare expense report details from own and 3rd party resources to assist in customer invoicing
• Administer group travel requirements looking for most cost-effective methods
• Track and report monthly hours for PSM and contractors for EHS purposes
• Schedule and coordinate training activities as required
• Ability to edit and develop powerpoint presentations and excel sheets as required
• Assist in group timekeeping entry into payroll and SAP financial systems
• Assist with reporting of monthly on time delivery and other KPI reports as required
• Coordinate and arrange meetings/training, prepare agendas, training, reserve and prepare facilities, record and transcribe meeting minutes
• Assist with tracking and reporting monthly project costs
• Support of day-to-day activities and other duties
• Other duties as assigned

Requirements:

• Associate degree, or High School Diploma and combination of experience
• 5+ years of experience in providing administrative support or a combination of education and experience and/or demonstrated accomplishments
• Proven ability to handle multiple projects with an emphasis of on-time delivery within a limited notice period
• Demonstrated proficiency in Microsoft Office; Word, Excel, Visio, and PowerPoint. Microsoft Access, Project, Outlook and Lotus Notes database experience a plus
• Excellent interpersonal and communication skills with a strong commitment to customer service
• Experience with Concur or other expense reporting systems
• Experience with SAP preferred
• Ability to prioritize and work in a fast-paced environment. Maintaining accuracy and focus despite frequent interruptions
• Ability to deal appropriately with confidential information
• Must be reliable, prompt, and display a flexible attitude
• Ability to follow written and verbal instructions and work with limited supervision