Note: The job is a remote job and is open to candidates in USA. Rimkus is a global engineering and technical consulting firm serving various sectors. The Sr. Office Administrator is responsible for coordinating day-to-day business support functions to achieve maximum efficiency and productivity.
Responsibilities
- Receives incoming assignments and inputs into company systems with accuracy and efficiency
- Enters project information, budgets, and change orders on an ongoing basis
- Updates SharePoint project folder permissions
- Processes draft invoices expeditiously to meet bi-weekly deadlines and client expectations
- Conducts monthly audits of bank statements, invoices, and payments received
- Manages WIP and Bill on Account processes
- Reconciles time entry between systems, reviewing/correcting project-related rates and time entries
- Handles monthly reconciliation of office/study expenses
- Posts payments to invoices in company system and provides AR oversight
- Uploads invoices to client-specific portals
- Submits vendor invoices for payment
- Supports facility coordinator as needed
- Demonstrates professionalism in all client communications (via phone, email, or in-person)
- May oversee project-related item storage
- Provides backup support to other staff to accommodate PTO requests/overflow work
- May coordinate the purchasing of office supplies, equipment, etc
- Adheres to directives as outlined in the Administrative Systems and Procedures Manual
- Performs other duties as assigned
Skills
- Bachelor's degree or higher desired
- Must possess ability to understand corporate operations and procedures
- Must be able to interact and communicate with individuals at all levels of the organization
- Must possess excellent business writing, editing, and proofreading skills, as work requires continual attention to detail, establishing priorities, and meeting deadlines
- Must have working knowledge of a variety of computer applications including MSWord, Outlook, Excel, PowerPoint, and Teams, as well as other technical software and database programs, such as SharePoint
- Must have ability to analyze and understand information and ideas presented in writing or communicated verbally
- Must be able to respond in writing or verbally to project-specific and general inquiries from management, peers, clients, and external vendors
- Must have strong interpersonal skills
- Must have the ability to handle confidential information
- Work is performed primarily in a physical or remote office setting
- Employee is frequently required to stand, walk, sit, bend, crouch, hear, and talk (must be able to speak and communicate clearly with employees)
- Employee may lift and/or move up to 25 pounds
- Clear vision and depth perception are also necessary
- Regular working hours are 8 am to 5 pm, Monday through Friday, with one hour for lunch
- There will be periods where overtime (or working outside of normal business hours) will be required
- Must have the ability to read, analyze, and understand information and ideas presented in writing
- Must be able to produce and disseminate correspondence (i.e. emails, letters, etc.) as requested
- Travel Requirements - Not expected for this position
- 5+ years' experience in an administrative capacity with supervisory experience preferred
- Certified Administrative Professional designation preferred
Benefits
- Private Healthcare Plan
- Pension Plans
- Life Assurance
- Leave Package
- Work From Home
- Training & Development
- Employee Assistance Programme - Counseling
Company Overview
Company H1B Sponsorship