Administrative Assistant

Job Description

This position is responsible for supporting day-to-day office functions while utilizing the most efficient methods ensuring that all duties are completed accurately and delivered with high quality and in a timely manner.

Essential Functions

• Responsible for accurate and timely input of purchase orders into Ormat's Purchasing System. This includes receiving for goods and services in the field or office, where applicable or required.
• Responsible for ensuring that purchase orders have received proper approval(s).
• Responsible for new vendor set up including obtaining and verifying vendor insurance requirements.
• Prepare and manage all weekly / monthly reporting.
• Review and process PPE expense reports and track for annual allocation.
• Assist in scheduling and organizing activities, meetings, conferences and luncheons.
• Assist with travel for department’s employees.
• Receive visitors by greeting, welcoming, directing and announcing them appropriately.
• Must be able to work occasional overtime as required.
• Track and process company credit cards/statements.
• Responsible for preparing/understanding the flow of monthly accrual process and ensuring accuracy for financials. Correct any info as needed.
• Maintain phone list and emergency roster.
• Maintain and administer petty cash fund (if applicable).
• Provide administrative support in all areas.
• Answer, screen and forward incoming phone calls.
• Maintain office security by following safety procedures and controlling access.
• Maintain current knowledge and understanding of applicable company policies and programs.
• In addition to the above, an Administrative Assistant 2 must also be able to perform the below essential functions:
  • Knowledge of and ability to perform invoice and cost management duties.
  • Prepare ad hoc reports, invoicing, and review and complete special projects, as required.
  • Review and update budgetary reports on a regular basis.
  • Assist with training.
  • Assist in reconciling PO’s to ensure proper receiving and invoicing has occurred.
  • Assist plant personnel and various departments by reviewing data and completing a review of what course of action should be taken regarding a purchase, invoice or revision.
  • Assist in auditing operational reports to further understanding of the process.
  • Provide back-up to other Admin Assts, as needed.
  • Assist in running reports and posting in a centralized file for the team to work on, as directed by supervisor or manager.
  • Assist in testing reports and process’ to streamline.
  • Assist in creating desk handbooks.
  • Participate in troubleshooting efforts, including collection, assembly and tabulation of data.
  • Maintain records of plant and other files.

Other Responsibilities

• Keep work area neat and orderly.
• Responsible for running office errands, as applicable.
• Operate a vehicle in a safe manner.
• Assist with administering and maintaining petty cash fund, as applicable.
• Effectively interact with all levels of employees.
• Develop and maintain business relationships with vendors.
• Performs other related duties and projects as assigned by management.

Education, Experience, and Skills Required

• High School diploma or equivalent education and/or experience.
• Minimum of three to five years of administrative work experience. Previous energy or mining experience preferred.
• Comfortable working both independently and as a part of a dynamic team.
• The ability and knowledge to operate a variety of standard office equipment.
• Ability to be resourceful and proactive when issues arise.
• Ability to review, gather and summarize data for reports and find solutions to various administrative problems.
• Must have the ability to review budgets and determine cost overages.
• Must be able to troubleshoot errors that lower-level admins receive in Ormat’s operating system.
• Must have a high level of interpersonal skills with the ability to handle sensitive and confidential situations.
• Must be able to establish priorities and meet deadlines.
• Professional telephone etiquette.
• Excellent verbal and written communication skills required.
• Basic knowledge and experience of Microsoft Outlook, Word and Excel. Microsoft Teams experience a plus.
• Ability to review, gather and summarize data for reports and find solutions to various administrative problems.
• Attention to detail and processing accuracy. Gathering and monitoring information; including close checking and monitoring of all work tasks and processes.
• Commitment to maintaining confidentiality and adhering to company ethical standards.
• Must be able to operate a vehicle and possess at any time a valid driver’s license with a driving record acceptable to Ormat’s auto insurance carrier (Plant Admins only).

Physical Requirements

• Prolonged periods sitting at a desk and working at a computer
• Manual dexterity needed for keyboarding and other repetitive tasks
• Must be able to work in a climate controlled, office environment
• The ability to occasionally lift up to 20 pounds
• This position requires sitting 80% of the time and standing and walking 20% of the time