Administrative Assistant

The Woods Hole Group, Inc. • Bourne, MA • 2w ago

The Environment Consulting staff is comprised of scientist, planners, &
engineers that work seamlessly to cover the full lifecycle of a project
offering solutions in the following areas: Natural & Nature-Based
Shorelines, Modeling of Coastal Systems & Water Resources, Physics-Based
Climate Change Assessments, Resiliency Design & Planning Services, &
Ecological Risk & Restoration. The Administrative Assistant is an
integral position providing administrative support to the staff of this
business unit. Duties & Responsibilities: Create, maintain, & enter
information into SAGE X3 ERP (Enterprise Resource Planning (ERP): New
project set up Contract administration Monthly invoicing (Services &
equipment) Create Purchase orders for the business unit. Participate in
the monthly closing by providing status on projects, & respecting
invoicing deadlines. Manage & document Client account collections
utilizing GOREL-collection tool Provide administrative support across
business functions of Sales, Logistics & Finance, which include
scheduling, meeting coordination, material preparation, data entry,
making travel arrangements, processing expense reporting, facilitating
client contract approvals & filing, & other general administrative
tasks. Maintains up-to-date records, which includes paper & electronic
document files, & contact lists Report, proposal & presentation
publications & submittal support. Maintain company & individual
professional registrations & customer portals. Process non-travel
expense reports for the business unit. Knowledge, Skills, &/or Abilities
Required: 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, skill, &/or ability required.
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions, absent undue hardship.
Experience using or ability to learn to use an ERP software Proficient
with math & numbers, ideally with bookkeeping or accounting applications
Undergraduate degree in Business Administration or related field,
preferred; high school diploma required Proficient knowledge of
Microsoft office products (Excel, Word, Power Point & Outlook) Excellent
written & verbal communication skills Self-starter & fast learner Strong
multi-tasking & organization skills Ability to work independently with
minimum supervision while prioritizing workloads to meet deadlines Team
player able to collaborate with people of varying styles Proactive,
strategic & detail-oriented approaches with a strong commitment to
quality, efficiency & effectiveness Physical Requirements: Prolonged
periods of sitting at a desk & working on a computer Standing, walking,
& bending periodically Engaging in repetitive movements of wrists,
hands, & fingers ? typing &/or writing Must be able to lift up to 15
pounds at a time. GENERAL INFORMATION Woods Hole Group is an Equal
Opportunity Employer Individuals who succeed at Woods Hole Group are
pleasant, hard-working self-starters who share our passion for
innovation & commitment to high quality work. The position is a
full-time, salaried position, commensurate with experience. This
position will be filled at our Bourne, MA, Corporate Headquarters.
(Monday- Friday) Hybrid Schedule available with successful completion of
probationary period. Disclaimer: This job description may not be
inclusive of all assigned duties, responsibilities, or aspects of the
job described, & may be amended at any time at the sole discretion of
the Employer. Benefits: Medical, Dental, Vision coverages with 80%
employer contribution 401 (k) with up to 6% employer match STD, LTD,
Life Insurance employer provided HSA, LPFSA, FSA, DCA Generous time off
polices Flexible & hybrid work schedules available

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