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Laitram®

Administrative Assistant

Location:

New Orleans, LA

Category

Administrative

Division

Laitram LLC
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The Administrative Assistant will provide high level administrative support to the Operations Manager, Repair and Operations Team, and Projects Team including assistance with purchasing, campus security systems (access control badges, CCTV, fire, and burglar), file, contract and database management, SharePoint site, Service Now/Nuvolo Enterprise Asset Management System, company meetings and support services.  This position requires exceptional focus on customer service, and a demonstrated ability to multi-task, prioritize accordingly, work under the pressure of deadlines, and successfully navigate a fast-paced environment in a professional manner.


Principle Duties

  • Manages department purchasing, including invoice coding, Oracle requisitions and Purchase Orders.
  • Provides high level administrative support to the Team for assigned tasks, including campus security systems, file/database management, department meetings, Kronos timecards, and employee set-ups.
  • Serves as primary contact for access controls and security databases, including badges, CCTV video research, and fire and burglar systems.  Maintains updated documents, drawings and on-line profiles.
  • Serves as administrator for Nuvolo EAM system, including work order management.
  • Maintains Facilities’ SharePoint page for the Repair and Operations Team.  Updates documents, posts on call schedule, and resolves issues, as needed.
  • Provides pro-active communication & assists with prioritization of requests for the Team.
  • Researches and tracks invoice payments through Oracle, Accounting repositories, and job files.
  • Researches options and orders materials for jobs or projects, as needed.
  • Coordinates travel arrangements, as needed, including airline tickets, hotel accommodations, local transportation, passports, visas, etc.
  • Schedules & attends meetings, records notes, and arranges teleconferences, as needed.
  • Submits and sees completion for ITS requests (hardware/software purchases, trouble tickets, etc.).
  • Greets and directs visitors.  Serves as backup to Project Assistant – Facilities.
  • Completes other ad-hoc duties, as assigned.
  • Works overtime or weekends, as needed.

Requirements

  • 5+ years’ experience as an Administrative, Executive or Project Assistant.
  • Intermediate knowledge of SharePoint and Oracle required.
  • Previous experience in a facilities, manufacturing, services, or construction environment preferred.
  • Previous experience working with campus security systems preferred.
  • Previous experience working with middle & senior level management while performing tasks in strict confidentiality, handling duties & information in a discrete, professional manner.
  • Critical thinking skills required.
  • Advanced knowledge of Microsoft Word, Excel, and PowerPoint.
  • Experience with Service Now/Nuvolo or other EAM software preferred.
  • Basic accounting skills required.  
EOE/M/F/Vet/Disabled

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