Senior Administrative Assistant

Position Summary:

The Senior Administrative Assistant is responsible for general office support with an emphasis on office management/purchasing and accounting support. In addition to general office support tasks, the Administrative Assistant will also support the management team with various ad-hoc projects.

Key Responsibilities:

 Office/Laboratory:

  • Keep office clean and organized.
  • Greeting and directing guests in a professional, friendly, hospitable manner.
  • Answering incoming calls and direct calls to appropriate personnel.
  • Scheduling candidate interviews.
  • Ordering office supplies as needed, including recycling printer cartridges.
  • Ordering or picking up food and kitchen supplies.
  • Coordinating all company events.
  • Onboarding of new hires, including computer/lab set up.
  • Coordinating facility repairs & maintenance

Accounts Payable:

  • Processing payment of expense reports.
  • Review all invoices for appropriate documentation and approval prior to payment.
  • Enter invoices in accounting system for payment.
  • Process weekly check run.
  • Initiate ACH payments in online banking platform.
  • Reconcile vendor statements, research and correct discrepancies.
  • Respond to all vendors inquires.
  • Maintain vendor files and documentation thoroughly and accurately.
  • Support Audit requests for procurement and payment documentation.

Purchasing:

  • Serve as primary contact for purchasing.
  • Coordinate purchases for all AMT team members, including vendor set up/negotiation and logistics coordination.
  • Coordinate issuance of POs as needed.
  • Source purchase requests from preferred vendors.

Preferred Education/Experience:

  • 5-7 years of relevant experience in an office coordination, administrative, or support role.
  • Certificate or Associate Degree.
  • Bachelor’s degree preferred.

Knowledge, Skills and Abilities:

  • Excellent oral communications skills including a professional, friendly phone manner.
  • Excellent written communication skills.
  • Proficiency with Microsoft office applications.
  • Experience with QuickBooks Online.
  • Attention to details and problem-solving skills.
  • Excellent time management skills and ability to multi-task and prioritize work

We invite qualified candidates to submit their CV to: recruiting@appliedmt.com (note: ‘Please put job title in subject heading)