Job Description

Primary Function

The Administrative Assistant will provide comprehensive administrative support to the Meetings & Conventions team. This role involves managing contracts, purchase orders, payments, vendor setups, and monthly reporting processes. The ideal candidate will be detail-oriented, organized, and proficient in Microsoft Office tools, and other administrative systems.

Duties & Responsibilities

Processing Contracts for Signature:

• Utilize Icertis Contract Management System for contract processing.
• Handle new contract requests.
• Upload final contracts.
• Track contract expiration dates.

Setting Up New Purchase Orders (POs):

• Create new POs as needed.
• Monitor PO payments.

Non-PO Payment Processing:

• Process payments that do not require POs.

Vendor Management:

• Set up new vendors in the Accounts Payable (AP) system.

Monthly Processing/Reporting:

• Manage HCP Travel Transactions and Transfer of Value (TOV) reporting.
• Reallocate pass-thru cost center expenses to Finance.

Material Approval Process (MAP):

• Enter and track new requests as needed.

Skills & Qualifications

• Proven experience in administrative support roles.
• Proficiency in Icertis Contract Management System and AP systems.
• Strong organizational and time management skills.
• Excellent attention to detail.
• Ability to handle multiple tasks and prioritize effectively.
• Strong communication skills.

Education & Experience

• High school diploma or equivalent required.
• Associate's degree or higher preferred.

Diversity Inclusion & Customer Service Statement

TeamPeople, a division of System One, is an organization dedicated to providing superior customer service. Outstanding customer service encompasses everything from performing the technical, creative and operational aspects of our jobs to the best of our ability, to going the extra mile to assist our customers and colleagues in any way. TeamPeople not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

We respect, value and celebrate the unique attributes, characteristics and perspectives that make each person who they are. We also believe that bringing diverse individuals together allows us to collectively and more effectively address the issues that face our customers. It is our aim, therefore, that our partners, strategies and investments reflect these core values. TeamPeople is dedicated to providing superior customer service and is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

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