Administrative Assistant

Administrative Assistant

Job Summary:

The Administrative Assistant is responsible for the overall administrative functions of the facility; to include invoice processing, file maintenance, PR creation, PR tracking, spreadsheet tracking, generate daily, weekly, and monthly reports.

Key Responsibilities:

Health and safety

- Maintain compliance with ContourGlobal’s safe work practices outline in the organizations Health & Safety Management System.

- Support fellow work partners to help ensure job tasks are adequately reviewed prior to initiating work and when changes occur in the work environment or tasks requirements.

- Communicate any unsafe work condition or hazard to your Health & Safety Manager or Operational leader immediately.

- Report any Health & Safety incident, realized or potential to your Health & Safety Manager or Operational leader immediately.

- Participate in Health & Safety activities as requested i.e. Incident investigations, inspections, effectiveness reviews and best practice sharing.

Main Duties

Accounts Payable

- Review invoices for accuracy and verify they are supported by a purchase order, work order request or other approved requisition document.

- Perform data entry of invoices into the system.

- Assist Plant Manager in identification of monthly Operations & Maintenance variances.

- Assist Plant Manager with audit requests, related to the Accounts Payable function.

- Responsible for accurate vendor, accounts payable files (electronic and paper), and supporting documentation.

- Responsible for vendor W-9 files, and new vendor request.

- Require vendors to progressively send all their invoices to the AP generic address including CG PO number on it. Provide PO numbers to all clients and request them to add PO numbers on their invoices.

Procurement:

- Process procurement documents (purchase requisitions, purchase orders, contracts, delivery notes, acceptance protocols, invoices) with due care in accordance with the procurement policies and procedures.

- Ensure proper contract administration, including but not limited to availability, validity, and renewal of bonds.

- Maintain proper records in accordance with the procurement policies and procedures.

- Produce regular and ad hoc reports for ContourGlobal management.

- Utilize the implemented tools and systems of ContourGlobal for performance of procurement-related activities.

- Manage vendor onboarding and re-certification as per existing policies and procedures.

- Maintain accurate record of vendor insurance certificates, terms & conditions.

Administration:

- Manage and control all CG site policies and procedure revisions.

- Maintain accurate employee training and safety records.

- Ensure security of Plant records and files.

- Return and answer all third-party calls and questions.

- Maintain office supplies: Responsible for procurement and coordinating timely receipt of office supplies.

- Schedule and plan Company-sponsored employee functions (i.e.:

- luncheons, service awards,etc.)

Completes other tasks, as requested.

Continuous improvement:

- Strives for excellence and looks for opportunity to improve/make work more efficient and with higher quality.

- Analyzes issues and identifies the root cause of a near miss/failure and take actions to eliminate it in the future.

- Effectively uses CG practices/methodology for continuous improvement.

WORKING RELATIONSHIPS

- The Administrative Assistant reports to the Plant Manager and cooperates with all facility

- employees, related to Accounting, Human Resources, and administrative processes.

EDUCATION AND EXPERIENCE REQUIREMENTS:

- Administrative experience and a work history, that demonstrates a strong background in office administration, with an emphasis on General Accounting.

- Bachelor of Science degree in accounting desired.

- General knowledge of Human Resources practices.

- Strong analytical skills.

- Strong working knowledge of computer software; including Excel, Word, and Power Point.

- Willingness to work in a team environment.

- Excellent organizational skills required.

- Excellent communication skills require

Our Values

- «We» is our greatest asset

- We respect and protect the environment

- We are doers, committed to doing things right

- We act with integrity and transparency

- We think and act like entrepreneurs

You can find here more about our Purpose, Mission and Values.

Working@CG:

- As a globally integrated team, we push boundaries, work collaboratively, and remain agile in the pursuit of excellence. With an entrepreneurial mindset, we encourage initiative and innovation. At ContourGlobal you are an employee, and you are also an owner. Our Employee Ownership Program allows our employee-owners to make a difference and drive the right power forward and make clean energy the natural choice for all!

- We foster a culture where individuals are empowered to succeed, contribute and shape the future of sustainable energy.

- Cross-border collaboration shapes our way of working: our diverse workforce reflects the multicultural environment we embrace every day.

- We offer a competitive compensation package: we believe in meritocracy and rewarding meaningful contributions.

- We enjoy making the most of our shared spaces to foster teamwork and collaboration. At the same time, our flexible working policy allows us to prioritize results while supporting wellbeing and a healthy work-life balance.

Interested in joining our company?

We know that skills and experience come in different forms, and we value diverse perspectives.

If you’re excited about this role but you think you still need to learn some of the required skills, we’d still love to hear from you. You are much more than your CV, so come as you are and tell us who you aspire to become! The most important skills are collaboration, respect, trustworthiness and execution. So go ahead—apply, and let’s contribute to the new energy transition together!