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Administrative Assistant
Ref No.: 18-00230
Location: Rockville, Maryland
Position Type:Contract
Start Date: 01/15/2018
Job Category:Non-IT Clerical / Administrative
Assist with Global Mobility reporting • Handle vendor reconciliations and billing discrepancies by working closely with Business Unit POCs i.e. sending and responding to emails. Send validity billing notifications to Finance POC. Provide timely updates to Finance on "unbilled items” list provided by Finance. • Continuously follow up with POCs until valid billing information is provided to process payment • File vendors backup request from business areas review for ADN/BUC numbers utilized to prepare monthly vendor invoices and prepare for Global Mobility approval, send to Finance POCs for approval, upload approved check requests to Accounts Payable POC for processing. Track and monitor status to ensure invoices are paid timely. Provide updated bi-weekly status. Volume: 10-12 invoices monthly • Update invoice tracking matrix; work closely with finance POCs to reconcile vendor invoices i.e. duplicate payment due finance office oversight to include updated charge details. • Prepare non PO check request for vendor payments in (Finance system) P2P overnight FedEx packages and photocopy materials. • Format and modify presentations as instructed by Vendor manager • Assist in coordinating and scheduling vendor program reviews/ meetings; place catering orders and set up rooms. • Download immigration documentation from former vendor provider to provide to new vendor provider • Maintain/update the vendor standard operating procedures • Assist with updating/formatting technology user guide manual • KPMG Invoices - format, sort and convert invoices to PDF files by BUs; to facilitate the retrieval of the invoices by Business Area finance staff • Post PDF copy in assigned BU folders on Share Point. • Update KPMG invoice tracking matrix as invoices are paid. • Support International Assignment manager with setting up staff meeting and coordinating with GM special projects • Support certificate of coverage documents/process for international assignees • Special Projects as assigned.
• Proven ability to effectively balance priorities and workload • High level of attention to detail • Intermediate level proficiency in Outlook, MS Office Word, Excel and Power Point skills • Team player that can multi-task in a fast paced changing environment • Manage multiple outlook calendars and e-mail accounts • Requires strong communication and interpersonal skills including ability to interface with all levels of internal/external customers • Answer calls and inquires.