Department /Office Admin

AVA Consulting is seeking a Department /Office Admin

Location: Ann Arbor, MI

U.S. Citizens and those authorized to work in the U.S. are encouraged to apply. We are unable to sponsor at this time.

Company Background: Our client, a major employer in the area, is looking for a Department Admin to be part of its team in its North American operations.

Description:

• General administrative support duties for Departments, working collaboratively with GM, Mgrs, Dept TM's and collaborating with other PT Div. Admins.
• Duties include but are not limited to:
• New hire setup/preparation (incl. desk setup, required access, and general onboarding support) for TM's, CP's and resident Japan-Staff, off-boarding support as needed.
• Budget Management (Direct Funding, Indirect/Operations Budget & Capex)
• Support Client/ mgr to submit indirect budgets and meet targets
• Purchase requisition submission and tracking, including approval, PO dispatch, vendor invoicing, Receipting for payment, and PO reconciliation to expenditures. Close cancel POs as required.
• Monthly accrual preparation and submission.
• Enter new data for JRN's in estimation dashboards (T&P/Prism, issue support requests, update estimations in T&P to resolve discrepancies.
• Meeting arrangement and setup (department meetings, department events) Dept meeting: Schedule, agenda item side for admin topics, R&D, D+I, R&D training slides, welcome new members, recognize birthdays/anniversaries etc
• Coordinating team building events, department lunches, retirement, family event recognitions (incl. occasional shopping for event requirements)
• Ordering office supplies as required, monitor supplies budget, and make recommendations to managers regarding purchase decisions.
• Support travel arrangements as required through client's travel agency.
• Support TMs with vehicle shipping/ incoming outgoing requests to Shipping and Receiving
• Department SharePoint management as needed (permissions, new doc libraries, links to home pages)
• Issue IS tickets, contact facilities groups as needed for 1555/1588 floor issues as needed.
• Ad-hoc lunch arrangements for special meetings events
• Schedule driver training for new members and track licenses
• Assisting GM & Managers in Special Projects as required.
• Cross-company communications at all organizational levels to support department operations and problem resolution.
• Participating in PT Div. administrative staff support meetings; provide backup for other Department Assistants as required.
• Knowledge Capture/IT Systems - Assist in maintenance and occasional data storage/restructuring activities

Requirements:

• 3+ years of general office/department support experience.
• Excellent verbal, written, interpersonal and customer service skills.
• Advanced knowledge of MS Teams, Excel, Outlook, Word, PowerPoint, and SharePoint.
• Knowledge/proficiency with SAP/Ariba is strongly preferred
• Strong accounting/financial background would be a plus
• Strong ability to work independently and collaborate with other team members
• Ability to effectively communicate with team members at all levels within the client organization

NOTE: Interested Candidates can apply by sending their Updated Resume and Contact Details.

Ron Tolson

AVA Consulting

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