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Administrative Assistant

Administrative Assistant

InotivAlice, TX, US
18 days ago
Job type
  • Full-time
Job description

Administrative Assistant

The Administrative Assistant supports site operations and leadership by coordinating purchasing, visitor logistics, memberships, and office functions. This role ensures smooth daily administrative processes, compliance with records requirements, and a professional experience for clients, vendors, and staff.

Procurement & Financial Support :

  • Create and track POs, Change Orders, and REQs in JDE / D365.
  • Receive invoices in JDE / D365, maintain filing systems, research payment statuses.
  • Manage petty cash and vending reimbursements.
  • Coordinate Shipping (e.g FedEx) invoicing and account access.

Client & Visitor Coordination :

  • Support client visits by confirming TB requirements and dietary restrictions, preparing visitor PPE / Scrub kits, and arranging meals.
  • Maintain clean laundry distribution for client and visitor PPE.

    • Memberships & Training Resources :

  • Administer Site AALAS Learning Library account (renewals, seat management, usage reviews).
  • Maintain and renew commercial / industry memberships (AALAS, TBAALAS, APV, ASLAP, etc.).

    • Administrative Office Support :

  • Manage mail distribution, shred schedules, and supply orders.
  • Track and renew vehicle registrations for site vehicles.
  • Maintain documentation for donations, community events, and sponsorships.
  • Process and mail checks / funds to corporate.

    • Records & Compliance :

  • Collect documentation for audits, inspections, ongoing expenditures and storm / emergency responses.
  • Keep accurate and organized records in Teams and filing systems.

    • Other special projects and duties as assigned.

    Minimum Requirements

  • Education : High school diploma or equivalent required; Associate degree preferred.
  • Experience : 2+ years in administrative, coordinator, or office support role.
  • Experience with procurement or invoicing systems (JDE, D365 preferred) a plus.

    • Preferences

  • Proficiency in Microsoft Office Suite and Teams.
  • Strong organizational skills and attention to detail.
  • Ability to handle confidential information.
  • Prior experience supporting a regulated facility or research environment.

    • Working Conditions & Physical Requirements

  • Extended computer and display screen equipment usage.
  • Ability to push, pull, lift up to 20 lbs unassisted.
  • Stand / walk for extended periods of time.
  • Fine manipulation including handling tools, objects, and controls.
  • Ability to read and interpret materials, verbally communicate, and hear as required.

    • Customer Focus. Identifies, prioritizes and anticipates customer needs and delivers relevant, value-add, solutions to meet and exceed them

    Results Driven. Internal drive toward action to efficiently, timely, and accurately achieve results. Sets high but achievable standards for self and others. Seeks opportunities to improve process and outcomes. Constantly reviews performance to identify areas to develop.

    Efficient. Takes responsibility for own time and effectiveness. Identifies what needs to be done and does it before being asked or before the situation requires it. Able to work things out without having to be shown too often. Seeks opportunities to contribute appropriately without direction.

    Communication. Able to communicate information and ideas clearly and articulately both in oral and written form. Uses appropriate language, style and methods depending on audience and the purpose of communication. Able to convey complex information clearly. Anticipates the information that others will need. Expresses ideas effectively. Practices attentive and active listening.

    Collaboration. Actively supports and contributes to the success of the team. Actively encourages and practices collaboration and cooperation on the team. Shares information and supports other team members. Can get things done with and through others and set realistic objectives. Seeks opportunities to develop others.

    Relationship Builder. Develops, maintains, and strengthens strong partnerships with others internally

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    Administrative Assistant • Alice, TX, US