Site Administrative Assistant

 

As Site Logistics & Administrative Assistant, you are responsible for the overall office management, administrative support to the Site Manager and logistics on site. You perform a variety of administrative functions including general administration, logistics support, accounting, travel arrangements, supporting local Proton Therapy site.

As Site Logistics & Administrative Assistant, you are responsible for:

• General administrative tasks including:

• • Coordinating meetings
  • Taking incoming calls and providing information to callers
  • Incoming and outgoing correspondence
  • Composing memos and generating reports
  • Organizing business related travel itineraries to and from the site, plan hotel stay & taxis, support visa applications for employees
  • Providing HR support (tracking vacation & illness, coordination with payroll)
  • Supporting the Site Manager for administrative tasks
  • Sorting, scanning & archiving business and operation paperwork

 

• Logistics support:

• • Tracking the receipt and shipping of all spare parts for the site
  • Coordinating delivery and shipping of equipment and parts to/from the site
  • Liaising with customs broker and logistics companies
  • Following up on the ordering, shipping and warehousing of all parts and materials to support operations

 

• Accounting support:

• • Managing site purchasing accounts (vendors, subcontractors, etc.)
  • Monitoring and recording petty cash and site financial account usage
  • Preparing and monitoring invoices and expense reports