Administrative Assistant

ICONMA, LLC • Canton, NY • 1d ago

Location: Canton, NYDuration: 12 months contract with possibility of extension Description:Responsibilities:Maintain project spend by entering and updating all capital and expense portfolio data into database; request project charge numbers and support budget tracking in coordination with Finance.Prepare, analyze, and distribute monthly project spend, labor, and SAP based reports for capital and expense projects.Track and update engineering, departmental, and operational metrics, including one pager metrics, divisional vital fews, and routine reporting.Manage experimental parts tracking and assist process engineers with quoting activities.Coordinate purchasing requests, receipts, documentation, and contractor related materials.; prepare agendas, consolidate slide decks, capture meeting notes, distribute action items, and follow up on commitments.Schedule meetings, conference rooms, vendor and visitor visits, and maintain shared calendars, distribution lists, and recurring meeting series.Organize onboarding for new employees, contractors, and interns, including materials, access requests, and system setup coordination.Route and track access requests, IT tickets, facilities service tickets, and other service requests for team members.Coordinate on site trainings, seminars, and external travel or training logistics, including registrations, documentation, and itineraries.Manage shared inboxes, collaboration platforms (e.g., Teams, SharePoint), and shared folders with standardized naming and version control.Maintain and update SOPs, templates, checklists, and controlled documents in accordance with plant documentation workflows; support audit preparation and documentation readiness.Track deadlines for project documentation, presentations, OneFile submissions, and extension requests; send reminders and follow up with owners.Draft and distribute routine communications, reminders, and coordination emails on behalf of the engineering team.Handle miscellaneous administrative and coordination tasks that reduce non technical workload for engineers. EducationHS Diploma or GED Minimum ExperienceHighly proficient with Microsoft Office tools such as Word, Excel, PowerPoint, & OutlookCollaborate with key stakeholders to complete assigned tasksExperience with scheduling tools, navigating stakeholder and location availability Desired Skills2+ years of previous experience as an Administrative AssistantStrong organizational and prioritization skills with the ability to manage multiple projects, deadlines, and stakeholders simultaneously.Exceptional attention to detail in data entry, documentation, scheduling, and reporting.Ability to anticipate needs, follow up on open items, and independently resolve routine issues.Professional written and verbal communication skills for interacting with engineers, leadership, vendors, and cross functional teams.

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