Job Summary

We are seeking a highly organized and detail-oriented Administrative Coordinator to support the procurement process for indirect materials, manage invoices, and facilitate travel reservations for Lucy Electric.

Key Responsibilities

• Assist in the acquisition of indirect materials, including supplier research, obtaining quotations, and processing purchase orders.
• Coordinate with suppliers to ensure timely delivery of goods and services.
• Manage the entry of invoices into the accounting system, verifying accuracy and ensuring proper coding.
• Liaise with suppliers and internal stakeholders to resolve discrepancies in invoices and payment issues.
• Organize employee travel reservations, including flights, accommodation, and transportation.
• Provide general accounting support, such as data entry, filing, and document management.
• Manage the schedule of the AP director by scheduling appointments, meetings, and travel.
• Coordinate meeting logistics, including room reservations, and catering arrangements.
• Draft and review documents, reports, and presentations as requested.
• Maintain an inventory of office/cleaning supplies, ordering as needed and ensuring cost-effective management.
• Assist in organizing and maintaining office files, records, and databases.
• Track and validate company documents such as municipal and state certificates and provide support to the commercial sector with registrations for bids.

Requirements

• High school diploma or equivalent; additional education or certification in business administration or related field is a plus.
• Proven experience in administrative support roles, preferably in a purchasing or accounting environment.
• Familiarity with procurement processes, invoice processing, and travel coordination.
• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook) and accounting software (e.g., QuickBooks, SAP).
• Excellent communication and interpersonal skills.
• Ability to prioritize tasks and manage time effectively.
• Discretion and confidentiality in handling sensitive information.

Behavioral Competencies

• Proactive
• Commitment
• Organization and planning.
• Team work
• Results oriented.