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We are seeking a detail-oriented and organized Administrative Specialist to support management and project teams in a fast-paced operational environment. This role involves coordinating purchasing activities, managing documentation, assisting with contractor communications, and supporting daily administrative functions. The ideal candidate will have experience working with SAP, strong Microsoft Office skills, and the ability to handle multiple priorities while maintaining accuracy and confidentiality.
Administrative Assistant
Marlborough
, MA Contract
On-Site
Administrative Assistant
Marlborough, MAWe are seeking a detail-oriented and organized Administrative Specialist to support management and project teams in a fast-paced operational environment. This role involves coordinating purchasing activities, managing documentation, assisting with contractor communications, and supporting daily administrative functions. The ideal candidate will have experience working with SAP, strong Microsoft Office skills, and the ability to handle multiple priorities while maintaining accuracy and confidentiality.
Responsibilities
- Perform a wide range of administrative tasks to support management and staff within the business unit.
- Create and manage purchase orders in SAP, track material receipts, and generate system reports.
- Communicate with contractors to verify purchase orders, invoice submissions, and resolve payment-related questions.
- Order parts, tools, and equipment to support ongoing projects and operational needs.
- Manage calendars, schedule meetings, coordinate travel, and prepare necessary documentation.
- Maintain organized records, correspondence, and confidential information.
- Oversee the calibration program for site gauges, ensuring compliance and timely updates.
- Respond to routine and non-routine inquiries with professionalism and accuracy.
- Collaborate with team members and use tools such as Microsoft Teams to ensure efficient workflow.
Qualifications
- 2+ years of administrative, purchasing, logistics, or office support experience required.
- Proficiency with SAP ERP for creating purchase orders, confirming material receipts, and generating reports.
- Strong experience with Microsoft Office (Word, Excel, Outlook) and Microsoft Teams.
- Ability to interact professionally with contractors and internal stakeholders regarding purchase orders, invoicing, and project needs.
- Strong organizational skills, attention to detail, and ability to manage multiple priorities.
- Familiarity with parts inventory systems is a plus.
- Excellent verbal and written communication skills.
- Ability to maintain confidentiality and handle sensitive information appropriately.
