Administrative Assistant
U.S. Sugar, Clewiston, FL, United States
Administrative Assistant
The Administrative Assistant provides advanced administrative and clerical support to the IT department, managers, and teams. This role requires a high degree of professionalism, discretion, and initiative, along with the ability to manage competing priorities in a fast-paced corporate setting. This position requires a higher level of responsibility, independent judgment, and proficiency in administrative procedures compared to entry level administrative roles.
Key Responsibilities:
Create purchase requisitions, process orders, receive invoices, and other financial documentation as required in SAP.
Confirm receipt of delivery of materials and keep management informed.
Create, route, and manage capital projects in SAP.
Confirm receipt of delivery of materials and keep management informed.
Charge purchase requisitions to the appropriate cost centers and GL accounts.
Create new vendor accounts and oversee their approval process.
Provide day-to-day administrative support to VP of IT, Directors, Managers, or business units.
Provide management with relevant information or reports as requested.
Monitor departmental deadlines and follow up on action items.
Support administrative processes for onboarding and offboarding of employees (i.e., managing cell phone equipment, order business cards, miscellaneous supplies, etc.).
Order envelopes, forms, and business cards for various departments.
Administer mobility plans for approx. 650 to 700 devices including cell phones, smartphones, iPads, and MIFI devices through various mobility carriers for the organization.
May require after-hours support for broken or lost phones, international coverage plans, or mobility plan issues.
Arrange international coverage plans for employees traveling outside of the US for their company iPhones, iPads, and Mi-Fi devices.
Review monthly phone bills and allocate overages to appropriate departments.
Manage and reconcile credit card transactions for the IT department.
Maintain filing systems (electronic and physical) and ensure accurate recordkeeping.
Source and managing of office supplies for the IT department.
Perform additional administrative projects and duties as assigned.
Required Qualifications:
High school diploma or equivalent (associate degree or relevant coursework preferred).
35 years of administrative experience in a corporate or professional services environment.
Proficiency in Microsoft Office applications (Microsoft Office Applications, SharePoint & Teams)
Strong written, verbal, and interpersonal communication skills.
Ability to manage multiple priorities, work independently, and meet deadlines.
Preferred Qualifications:
Experience supporting management or professional staff.
Familiarity with financial processes such as budgeting, invoicing, record management, expense reconciliation, and basic accounting processes.
Experience using enterprise systems such as SAP and document management platforms.
Knowledge, Skills, and Abilities:
Professional judgment and discretion.
High attention to detail and accuracy.
Strong organizational and time-management skills.
Customer-service mindset with a business-focused approach.
Adaptability in a dynamic, deadline-driven environment.
Ability to collaborate across departments and levels of the organization.
Work Environment & Physical Requirements:
Typical office environment.
May require extended periods of sitting and computer use.
Occasional lifting of office materials (up to 20 lbs.).
Work Schedule & Location:
Monday thru Friday 8:00 AM 5:00 PM, Lunch from 12:00 PM 1:00 PM. Sometimes, you might need to work outside regular hours. Employees will receive overtime pay for any hours worked beyond 40 hours in a single work week. Office Address: 111 Ponce de Leon Ave, Clewiston, FL 33440
The Administrative Assistant provides advanced administrative and clerical support to the IT department, managers, and teams. This role requires a high degree of professionalism, discretion, and initiative, along with the ability to manage competing priorities in a fast-paced corporate setting. This position requires a higher level of responsibility, independent judgment, and proficiency in administrative procedures compared to entry level administrative roles.
Key Responsibilities:
Create purchase requisitions, process orders, receive invoices, and other financial documentation as required in SAP.
Confirm receipt of delivery of materials and keep management informed.
Create, route, and manage capital projects in SAP.
Confirm receipt of delivery of materials and keep management informed.
Charge purchase requisitions to the appropriate cost centers and GL accounts.
Create new vendor accounts and oversee their approval process.
Provide day-to-day administrative support to VP of IT, Directors, Managers, or business units.
Provide management with relevant information or reports as requested.
Monitor departmental deadlines and follow up on action items.
Support administrative processes for onboarding and offboarding of employees (i.e., managing cell phone equipment, order business cards, miscellaneous supplies, etc.).
Order envelopes, forms, and business cards for various departments.
Administer mobility plans for approx. 650 to 700 devices including cell phones, smartphones, iPads, and MIFI devices through various mobility carriers for the organization.
May require after-hours support for broken or lost phones, international coverage plans, or mobility plan issues.
Arrange international coverage plans for employees traveling outside of the US for their company iPhones, iPads, and Mi-Fi devices.
Review monthly phone bills and allocate overages to appropriate departments.
Manage and reconcile credit card transactions for the IT department.
Maintain filing systems (electronic and physical) and ensure accurate recordkeeping.
Source and managing of office supplies for the IT department.
Perform additional administrative projects and duties as assigned.
Required Qualifications:
High school diploma or equivalent (associate degree or relevant coursework preferred).
35 years of administrative experience in a corporate or professional services environment.
Proficiency in Microsoft Office applications (Microsoft Office Applications, SharePoint & Teams)
Strong written, verbal, and interpersonal communication skills.
Ability to manage multiple priorities, work independently, and meet deadlines.
Preferred Qualifications:
Experience supporting management or professional staff.
Familiarity with financial processes such as budgeting, invoicing, record management, expense reconciliation, and basic accounting processes.
Experience using enterprise systems such as SAP and document management platforms.
Knowledge, Skills, and Abilities:
Professional judgment and discretion.
High attention to detail and accuracy.
Strong organizational and time-management skills.
Customer-service mindset with a business-focused approach.
Adaptability in a dynamic, deadline-driven environment.
Ability to collaborate across departments and levels of the organization.
Work Environment & Physical Requirements:
Typical office environment.
May require extended periods of sitting and computer use.
Occasional lifting of office materials (up to 20 lbs.).
Work Schedule & Location:
Monday thru Friday 8:00 AM 5:00 PM, Lunch from 12:00 PM 1:00 PM. Sometimes, you might need to work outside regular hours. Employees will receive overtime pay for any hours worked beyond 40 hours in a single work week. Office Address: 111 Ponce de Leon Ave, Clewiston, FL 33440