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Aston Carter Administrative Assistant in Mount Vernon, New York

Description:

SUMMARY OF POSITION:

Responsible for supporting the department with administrative work for purchasing, tool tracking, truck maintenance and miscellaneous projects.

SCOPE OF RESPONSIBILITY:

Under supervision of the warehouse manager, assists with coordination between warehouse staff, job sites/foremen, and outside vendors.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  1. Places orders with vendors and suppliers as requested by Warehouse Manager

  2. Generates purchase orders for material within the company Systems

  3. Create and submit purchase orders to the Accounts Payable Department

  4. Follows up on shipments for customers and tracks all aspects of logistics

  5. Updates vendor information in the company database

  6. Reconciles supplier invoices with purchase orders and credit card statements using company's software systems for accounts payables.

  7. Maintains and files all order requests

  8. Places service calls for tools and equipment

  9. Updates and adds to company CRM system

  10. Maintains files for truck maintenance and coordinates truck repairs with outside companies

  11. Handles traffic violations for drivers as well as maintains company's EzPass Account

  12. Ensures service schedules are kept up to date for all forklifts, scissor lifts, tools and equipment, whether serviced in-house or out-sourced.

  13. Monitors and maintains tool tracking database.

  14. Backs up warehouse manager as needed.

Qualifications/Basic Job Requirements:

A. High school diploma or general education degree (GED).

B. Minimum one year of clerical experience with data entry experience.

C. Proficient in Microsoft Word and Excel; database knowledge.

D. Excellent communication and customer service skills to communicate effectively with field and warehouse personnel and outside supply vendors.

E. Detailed oriented with the ability to perform with a high level of accuracy.

F. Excellent math aptitude; ability to work with numbers.

G. Excellent organizational skills with the ability to multitask in a deadline sensitive environment.

H. Ability to work as a team with Warehouse Manager.

I. Ability to prioritize and plan work activities and use time efficiently.

J. Work environment: warehouse environment which includes seasonal temperature changes and rolling equipment and tool and material storage.

K. Knowledge of Health and Safety regulations for a warehouse environment.

Skills:

Administrative support, Customer service, Microsoft office, Outlook

Top Skills Details:

Administrative support,Customer service,Microsoft office,Outlook

Additional Skills & Qualifications:

Under supervision of the warehouse manager, assists with coordination between warehouse staff, job sites/foremen, and outside vendors.

Experience Level:

Expert Level

About Aston Carter:

Aston Carter is a distinguished global provider of recruitment and staffing services to companies requiring highly specialized business professionals. As a Best of Staffing® Client and Talent leader, Aston Carter has an unrivaled commitment to delivering first class service to clients and business professionals across a variety of disciplines, including Accounting and Finance as well as Governance, Risk and Compliance. With more than 60 offices across Europe, Asia Pacific and North America, Aston Carter provides local, regional and global expertise to drive value and meet our customers' unique needs. Aston Carter is a division of Aerotek. Aerotek is an operating company of Allegis Group, a global talent solutions provider.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

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