Administrative Assistant

~ Ingeteam is a company specialising in power and control electronics (inverters, frequency converters, controllers and protections), generators, motors and pumps, electrical engineering and automation projects, electrical panels and medium voltage cells, in addition to biomass and solar thermal plant engineering. The company completes its offer with operation & maintenance services, and installation services. ~

Ingeteam develops its products in the following key sectors: wind, PV, hydro and fossil fuel power generation; metal processing industry; marine; rail traction; power grid, including substations, always seeking to optimise energy consumption and to maximise generating efficiency, also covering energy transport and distribution.

The company operates throughout the world, employing 3,500 persons. R&D is the backbone of Ingeteam's business activity, in which 5% of the company's turnover is invested annually.

Position Overview

Ingeteam is currently seeking an Administrative Assistant.

Responsibilities

• Provide new technicians with training during Orientation.  Training includes an overview of Services policies and procedures, how to complete timesheets and maintaining a safe and secure work environment. 
• Arrange travel, training and lodging accommodations for the technicians when required.     
• Complete and maintain required and accurate documentation and records associated with Service Technicians activities.       
•  Assist Service Technician Project Manager to ensure Service Technicians have proper tools and supplies to perform jobs and that Technicians provide proper documentation for credit card receipts.
• Coordinate and ensure that the technicians have received the proper training technicians and that the documentation is provided to customers, as needed.  
• Assist in managing the inventory of supplies, including the purchasing and tools, equipment, PPE and vehicles needed for technicians to perform jobs.  Receive and control SMWE.        
•  Ensure technicians follow and adhere to company safety policies and procedures.  Report any accident or near miss accidents to management.   Inform and work with EH&S Specialist on safety issues/concerns and for creation of reports. 
• Contribute to team effort by accomplishing related results as needed.    
• Collaborate and maintain continuity among corporate, division and local work teams by documenting and communicating actions, reviewing and resolving discrepancies and ensuring procedures and policies are adhered to.   
• Document Service department procedures. Collaborate with the Project Manager and the Service Manager to resolve issues.      
•  Improve program and service quality by updating and recommending necessary changes to policies and procedures and evaluating system results with users.     
• Provide administrative support for the Services BU.  Ensure that all administrative procedures are conducted and adhered to. 
• Work with team in Spain to ensure that all reporting requirements are being met. 
•  Promote culture of continuous EH&S improvement and share good practice across the company.
• Ensure tasks are performed according to organizational requirements for quality management, and environmental, health and safety standards, policies and procedures.     
• Will be responsible for the below areas:   Recordkeeping 
•  Keep records and control of the inventories and assets of the Service Business Unit Budget Control.
• Assist in the elaboration, control and tracing of the Service Unit Business budget and PL.

Personnel Records:   

•  Keep records of employees’ working hours, sick days, overtime, and vacation days in accordance with HR policies and procedures.    

Finance Area  Records:

•  Assure timely and accurate invoicing/payments. §  Research, analyze and resolve payment and vendor issues.
• Use SAP to issue and approve POs and review costing data. 
• Review all payables for authorization, accuracy in coding, and compliance with POs and procedures.
• Ensure all invoices (AR/AP) are processed and sent/paid in a timely fashion.
• Prepare weekly AR/AP batches for approval §  Research and resolve all day-to-day problems related to AR/AP items.
• Review client/vendor statements and help in the follow-up on invoice discrepancies.
•  Process expense reports for reimbursement.
• Assist in the organization and management of all vendor related files.
•  Assist in the preparation reports:  month end, budgeting, forecasting and expenses. 
• Perform special projects and other duties as assigned.

Qualifications

• Must have 2 years’ Administrative Assistant experience, preferably in Field Service activities or the energy industry.  Experience with customer service preferred.   
• Computer experience in MS Office (Excel, Word, PowerPoint) required.  SAP and accounting experience preferred.
•  Must have excellent communication skills and be detail oriented.    
• Experience working in an office environment and supporting a team on project-based work. ·        
• Must be self-sufficient, self-motivated, and resourceful, have initiative.
• Must have a proven ability to multi-task and operate successfully under tight deadlines and time pressures.
•   Must have excellent organizational skills and be able to prioritize tasks.
• Ability to work in a fast paced, dynamic, challenging and team-oriented work environment.   
• Ability to work effectively with executives, staff, partners and the public.  Must be able to work effectively with a team.
• Ability to think strategically and solve problems independently.
• Ability to appropriately handle confidential matters and information.
• Ability to follow departmental rules, regulations, procedures and functions.     
• Ability to deal with others using tact and diplomacy. 
• Knowledge of modern office practices and procedures.
•  Ability to speak Spanish a plus.