|Employment Type:||Full Time|
|Description:||The Administrative Assistant is responsible for all aspects of the purchase order process. The individual in this position maintains and assists each department with its ordering and accounts payable needs, researches departmental requests, reconciles differences between vendor invoices and departmental purchase orders, and reviews packing slips, quotes, and other items in order to pay invoices in an accurate and timely manner.|
|Duties:||Maintaining a clean and organized workspace.|
Responding to guest and departmental needs promptly in order to ensure guest satisfaction.
Remaining informed of safety procedures, equipment, and protective clothing requirements to consistently ensure the safety and security of all guests and associates.
Adhering to resort policies and procedures in order to be responsive to guest and associate needs in emergency situations.
Observing all rules and regulations and dress code/appearance standards.
Assisting buyers with the order process.
Assisting with the purchase order process.
Handling returns and notifying buyers of replacement products needed.
Researching departmental requests.
Matching purchase orders with invoices/packing slips and filing them accordingly.
Tracking and maintaining par levels for all office supplies and shipping supplies.
Delivering all purchase orders with invoices to accounting on a daily basis.
Reconciling differences between vendor invoices and departmental purchase orders.
Comparing quantities and cost to determine differences.
Reconciling credit card, UPS, FedEx and vendor statements.
Reviewing packing slips, quotes, etc. to pay invoices accurately and on time.
Verifying back orders and contacting vendors for expected delivery dates.
Verifying, tracking, and suggesting alternatives for freight charges.
Maintaining all invoices and packing slips electronically.
Managing all fees charged to vendors for cost discrepancies.
Reviewing past due reports to reduce overdue invoices.
Acquiring signatures or approval from departments when needed.
Creating and maintaining deviance reports by department and vendor.
|Qualifications:||High school diploma or equivalent required. |
Valid driver's license required.
Excellent organizational and communication skills.
Ability to work independently.
Fork truck certificate.
CPR/First Aid Certificate.
Candidate must have the ability to speak English fluently.
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