Program Management Administrative Assistant
3 weeks ago
**Position**:Program Management Administrative Assistant
**Reports to**:Program & Planning Manager
**Duties & Responsibilities**:
- Provide a high standard of customer service to internal team members, customers, and potential clients
- Maintain organization of all relevant files and electronic drives and report any issues to the IS department in a timely manner
- Ensure strong attention to detail and actively seek out and correct quality issues
- Be prepared and willing to assist and address any concerns or questions from members of the team and various departments
- Demonstrate positive and collaborative work ethic, fostering teamwork at all times
- Must embrace and support the advancement and implementation of new technologies
- Willfully attend workshops, seminars, and training sessions as required
- Promote and facilitate positive communication and support management decisions with and between all employees and customers
- Ensure WMG housekeeping standards are met by monitoring and sustaining cleanliness and order in the common areas and reporting all issues to Maintenance in a timely manner
- Adhere to all WMG policies and procedures
- Able to follow instructions for executing tasks and work independently to complete tasks
Provide support to the Program Management Group by:
- Support administrative aspects of the PM group (requisitions, meeting minutes, organizing documentation required for the Customer)
- Epicor opening of phases for all T/R/EC/W workorders as well as T&M phases for ACD work
- Epicor opening of all new jobs (BO)
- Set-up the PM job folder
- Create TCL for new jobs (template)
- Receiving, filing, and matching of customer purchase orders
- PM to advise on job number for each PO & confirm terms and conditions match quoted terms and conditions
- Collect responses and update excel summary report back to accounting
- Updating tracking matrices as required
- Update PROJ's whenever new build quotes are change or EC quotes are approved
- Delivery of approved invoices from outsource suppliers (i.e., tryout facility, texture or 3rd party tool shop from e/c or repair) from PM (approval sign-off) to accounts payable
- Epicor PO entry for o/s supplier requirements (tryout, texture, surface hardening, etc.)
- Coordinate completion of the Preventative maintenance documentation for tool generation (TAG requirement)
- Booking travel as required
- Update and provide KPIs on a weekly/monthly basis to management for review
- GM % updates (weekly reports to be sent to all PM's and summary to Sr PM)
- Coordinate customer invoice requirements (cert sheets, tool pictures, etc.) gathering and save to appropriate directory
- Creation of customs documents to support tryouts
- All other duties as assigned
**Required Knowledge, Skills & Abilities**:
- Demonstrated ability to multitask and maintain a high level of organization
- Excellent verbal and electronic communication and interpersonal skills
- Proven self-motivation and drive to think creatively to improve processes and results
- Works well in both a team environment and independently with mínimal supervision
- Excellent computer skills with proven knowledge of Microsoft Office
- Ability to effectively determine the priority of different tasks assigned
- Ability to ensure confidentiality with respect to sensitive employee, customer, and supplier information
- Proven ability to work well with all levels of management
- Ability to take ownership and accountability of one's own work
**Education & Experience**:
- 3+ years in an administrative support role
- Experience in a plastic injection mold production facility considered an asset
- Preferred (but not essential) education in business or administration (diploma or degree)
**For more information**:
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