Administrative Assistant at TransCore ITS LLC in Miramar, Florida

Job Description:

TransCore (TCI), a subsidiary of ST Engineering is seeking a full-time Administrative Assistant to join our team in Miramar, Florida.

SUMMARY: The Administrative Assistant provides administrative, clerical and project support including documenting and reporting project activities in cooperation with, and under the direction of the Project Manager, or his/her assigns.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Essential Duties and Responsibilities include the following but are not limited to:

• Prepares monthly, and project specific financial reports including invoices when specified milestones or invoicing periods have been achieved.
• Prepares, and upon review and approval, issues "Purchase Orders (PO)" to vendors, tracks receipt of said materials and services as compared to POs, utilizing various software and accounting databases.
• Assists with shipping, receipt of shipments, and job code tracking of material.
• Completes permit forms and applications from information provided by staff.
• Contacts rental agencies to schedule Maintenance of Traffic devices, equipment, and supplies, as required.
• Serves as travel coordinator for: air, ground transport, and hotel reservations for managers, crews, and technicians.
• Other coordination activities as assigned by the PM or his/her assigns.
• Prepares monthly credit card reconciliation statements and receipts for home office review.
• Maintains office records, both paper and electronic formats.
• Report and escalate issues to management as needed.
• Assist in the creation and maintenance of comprehensive project documentation, plans, and reports.
• Participates and documents via notes in conferences and meetings and distributes as required.
• Other duties as assigned.

• AA Degree in Business or equivalent work experience may be substituted in lieu of degree. High school Diploma required.
• Follows policies and procedures.
• Excellent computer skills (use and operation of systems in a network and cloud environment).
• Two years in administrative support services with demonstrated professional growth.
• Direct MSOffice experience (Word, PowerPoint, Excel etc.).
• Computer skills and use of financial type systems.
• Excellent written and verbal communication skills.
• Solid organizational skills including diligence and multitasking skills.
• Basic mathematical skills: add, subtract and multiply in all units of measure.
• Experience with purchasing and inventory.
• Ability to exercise good judgment, tact and diplomacy in all customer and employee dealings.