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Date:  Dec 5, 2019

Tacoma, WA, US, 98421

Job Function:  Administration
Requisition Number:  706

Title:  Office Services Admin Assistant

Office Services Clerk



Reports to: Accounting Manager


Basic Requirements:

· Intermediate level Word, Excel, PowerPoint, Adobe Pro

· Experience dealing with contracts and/or legal language

· Ability to multi-task, prioritize and stay organized to meet deadlines

· Ability to handle a multi-line phone system

· Excellent oral and written communication skills


Major Duties and Responsibilities:

· Typing and editing various documents in Excel, Word, and Adobe Pro

· Data input of Accounts Payable transactions into accounting system

· Work in Maximo Work Order Tracking System including creation of purchase requisitions, printing, and input of labor hours

· Enter sales and purchase contracts into Allegro

· Create monthly Power Point presentations for reception area

· Sort and distribute mail, including coordinating with overnight mail delivery

· Filing, scanning and/or shredding documents

· Mail W-9 requests to vendors

· Schedule lunch/dinner reservations

· Order cakes and flowers

· Order lunches for meetings

· Run errands as necessary


Duties Performed in Backup Capacity

· Front Office backup

o Greet all people as they arrive

o Properly sign in and route visitors

o Handle and route incoming telephone calls and faxes

o Enter sales volumes into Excel file on daily basis for quantity control

o Keep reception area clean and stocked

o Keep office supplies organized and stocked

o Keep store room organized

o Sort incoming Accounts Payable invoices received by mail

o Maintain Accounts Payable and Accounts Receivable files

o Prepare and assemble bunker packets for marine sales

· Manufacturing Administrative support

o Compile and distribute nightly Operations orders for the refinery



Perform other duties as required by the Accounting Manager

Nearest Major Market: Tacoma

Job Segment: Accounts Payable, Accounts Receivable, Refinery, Finance, Energy