• Administrative Assistant

    FAIRLEAD INTEGRATED (Portsmouth, VA)


    Essential Duties and Responsibilities:

    + Audit purchase orders for all entities and take primary responsibility for:

    + Ensuring all required documentation is in the purchase order file; re: Original purchase order, all change orders, vendor acknowledgements, related backup-up documentation, completed PO Checklists, packing slips, receipt & QA documents and vendor invoices. Note: Accounting adds the vendor invoices are added to the PO file.

    + Ensuring the purchasing order is completed and closed out in Cost Point

    + Maintaining the list Of Missing PO Checklists, following up with Buyers in order to close out the PO file

    + Moving packing slips from the pack slip folder to the PO file

    + Maintaining Missing Packing Slip list used to notify the Warehouse of missing packing slips that requiring scanning and placement in the Packing Slip Folder.

    + Moving Problem Invoices into the responsible Buyer’s folders

    + Processing all freight invoices received from Accounting (UPS, FedEx, general trucking)

    + Processing invoices for Standard Calibrations against related purchase orders (INT ONLY)

    + Scanning hard copy Certificates of Insurance (COIs) and placing in the related Vendor Folder

    + Maintaining the GIDEP tracking spreadsheet and assisting the Director of Procurement on GIDEP tracking issues.

    + Audit each vendor file for completeness, assist buyers by extracting and filing vendor related records either received by email or through the Coupa Vendor Portal.

    Additional Duties and Responsibilities:

    + Order Business Cards for Anyone That Needs Them For (INT & BOAT WORKS)

    + Order General Supplies for each business location and track the related invoices.

    + Other general administrative duties as assigned by the Director of Procurement.

    Qualifications:

    + High School diploma

    + Proficiency in MS Office 365, Costpoint and other cloud-based procurement support programs.

    Minimum Requirements:

    + Knowledge of standard commercial government procurement practices

    + Ability to handle multiple projects simultaneously and use judgment in prioritizing work assignments.

    + Excellent team-oriented and team-building skills

    + Excellent oral and written communication skills

    + Understanding of technology and the Deltek CostPoint ERP System for extracting reports and information used in performing audit review actions

    Work Environment:

    + This position is performed in a traditional office environment, with local travel between facilities.

    + Some out-of-area travel may be required.