Office Assistant - Hr/Ga/Legal

Description

Responsible for:

Company events: arrange catering, events, entertainment, and seating.

MRO: create PO’s based on PR’s received and follow PR/PO Policy accordingly. Place orders by fax, email, online or calling. Call three companies for bids on items which need to be purchased for GA and at times for other departments. Negotiate with vendors on purchase price and details such as best warranty, delivery charges, etc. Calculate annual consumption for a few Production items such as shop towels, paint markers, etc and create PR to be approved and sent to Finance. If other departments request support, create PR’s, have approved by appropriate Manager then take to Finance.

HMA Car Lease: assist in placing orders, assist in return of vehicles, and distribute all information regarding leases upon request.

Invoice payment: assist in processing invoices once per week and close each month in the event the General Affairs Assistant Manager is unavailable to complete

Apartment leasing: arrange apartment lease for long term visitors. Negotiate best prices for furnished apartments for long term visitors.

Office management: order office supplies, stamps, distribution of mail and ordering beverage supplies. Prepare FedEx shipments and pickups.

Travel arrangements: arrange car rental and hotel requests. Negotiate best prices for hotels & rental cars.

Copier/printer meter readings, repairs & supply ordering: order supplies and request repairs for main office copier/printers.

Cell phone and plant radio inventory: keep track of all cell phones & plant radios that are issued to MNA employees/contractors. Swap bad phones/radios with good phones/radios and send bad phones/radios for repair or estimates depending upon warranty. Inventory of all cell phones & plant radios should be completed annually. Reset passwords and perform administration functions for cell phones.

Email/phone list upkeep: update phone/email list when changes occur.

MNA main phone line: Answer MNA’s main phone line and transfer calls to appropriate people or voicemail. Take care of emergency phones calls for employees.

All other tasks assigned