Administrative Assistant

Reference Number: SRPAAA031

Administrative Assistant

Not Disclosed

Harrisburg, PA

5.5 Months

Not Disclosed

Not Disclosed

Food Service

Job Description

Description:

Settlement – Daily settlement of driver routes in SAP settlement system including processing customer payments collected by driver and depositing customer payments through banking system
Coupons - tracking and distribution
Donations - processing and scheduling donations for location
Uniforms - ordering and tracking for all frontline employees
Equipment- ordering new iPhone/iPad and sending equipment out for repairs
R&R - processes client direct respond and recover customer inquiries
All other common administrative duties (May extend past end date)

Must Have

Operating Systems
Microsoft Windows

Productivity Software
Microsoft Excel
Microsoft Office
Microsoft PowerPoint
Microsoft Word

Nice to Have

Economics and Accounting
Bookkeeping
Entry Verification
Invoice review and preparation

Overview
Provide dedicated administrative support in a professional, confidential, and organized manner.

What’s Your Role
Research and resolve customer billing disputes using SAP system
Ensure vendor invoices are paid timely, accurately and with the proper approvals utilizing SAP system, P-Card, or Amex
Create/Process Purchase Order Requisition via SAP/MyBuy system
Inventory building supplies (office supplies, breakroom supplies, maintenance supplies) to ensure appropriate inventory levels are maintained
Settlement of driver routes in SAP settlement system including processing customer payments collected by driver, depositing customer payments through banking system, reconciling end of day payment balances, and tracking & reporting of all settlement processes.
Maintain coupon process according to Control guidelines
Processing and scheduling donations for location
Ordering and tracking uniforms for all frontline employees
Ordering new iPhone/iPad and sending equipment out for repairs
Timely processing of customer scheduling inquiries using Client direct respond and recover (R&R)
Assist with onboarding tasks for new hire frontline employees
Monitor email and phone calls; proactively respond to and/or coordinate issues when possible
Organize and maintain department files, both electronic and hard copy
Daily interaction with all Functional Teams
All other common administrative duties
Maintain high level of integrity and professionalism in handling confidential material daily
Ability to work proficiently and calmly under pressure situations
Work on special projects as assigned

Qualifications / Requirements:
2+ years’ experience Administrative Support
Detailed knowledge and experience in Microsoft Outlook, Word, Excel
Knowledge of SAP software preferred.
Ability to become proficient in multiple IT applications
Experience in prioritizing work and multi-tasking - Strong sense of urgency
Outstanding organizational and follow-up skills — Discretion with sensitive information
Excellent written and verbal communication skills
Requires creative thinking and problem-solving skills
Must be able to flex schedule to meet work demands (ex. early mornings, after hours).
High proficiency using Apple products and systems, including iPad, iPhone, mobile applications, and iOS; proficiency in Adobe Acrobat a must.

Notes:
Monday-Friday, 8AM-5PM

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status