JVT Advisors

Office Assistant

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Location:
Employment Type: Contract

Job Description

Contract Length: 6 months

Job Summary: Answers telephones, routes calls, takes messages, and provides general information; answers routine inquiries; maintains log of inquiries as required. Opens and routes incoming mail; distributes correspondence and other material to department staff/faculty.

Responsibilities:

  • Serve as initial point of contact for internal and external clients to ensure that BSOC administrative and facility security functions are performed in a timely manner.
  • Prepare various reports for multiple programs and departmental reporting
  • Prepare expense reports for managers and supervisors.
  • Perform monthly review of Space Allocation database for BSOC to ensure cost allocations are correct.
  • Update phone list and distribute to management and facilities personnel.
  • Distribute confidential documents to department employees such as faxes, staff calendars, or proposal responses; photocopies documents as necessary to ensure that documents are received by authorized personnel.
  • Work with PCO/Accounting Department on procurement and budgeting assistance.
  • Obtain quotes from vendors for purchase requisitions for BSOC business needs
  • Coordinate Procurement Process using IFS for various BSOC maintenance support renewals and supply requisitions
  • Purchase Orders – track costs and renewals on Purchase Requisition to Purchase Order spreadsheet
  • Handle Onboarding of Subcontractors (Badge request, new hire paperwork, training courses and eStar requests)
  • Order supplies and ink/toners for office.
  • Place calls for machine repairs when needed
  • Update and maintain manuals for programs according to contract requirements.
  • Open tickets for employees/vendors when need assistance: Help Desk, APWorkflow, IFS, Check Request DB, etc

Requirements:

  • AA/AS and 5+ years experience desired
  • Minimum of 3 years experience required
  • Experience with purchasing / supply chain processes and software such as Costpoint or IFS
  • Must be proficient with MS Office products (Excel, Word, PowerPoint)

Nathan Frongillo

Recruiter

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