Administrative Assistant III

Ultra Clean Technology; Scarborough (ME); On-site; USD 40,000 - 65,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Assistant III to support its operations in Scarborough, ME. This role involves a variety of responsibilities, including data analysis, inventory management, and liaising with vendors to ensure timely delivery of goods. The ideal candidate will thrive in a fast-paced environment, possess excellent communication skills, and have a solid background in administrative support. Join a dynamic team where your contributions will directly impact the efficiency of operations and help drive cost-saving initiatives. A comprehensive benefits package is offered, making this an attractive opportunity for motivated individuals.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

401(k)

Paid Time Off

Qualifications

• 5+ years of experience as an Administrative Assistant.
• 3+ years of experience working with SAP.
• Ability to handle confidential information professionally.

Responsibilities

• Coordinate activities for team members and maintain office supply inventory.
• Reconcile invoices and issue credit memos when necessary.
• Develop cost-saving strategies with purchasing and management.

Skills

Administrative Skills

Data Analysis

SAP

Microsoft Word

Microsoft Excel

Communication Skills

Inventory Management

Education

High School Diploma or GED

Technical Associate's Degree

Tools

SAP

Microsoft Office Suite

Job description

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UCT is looking for a talented Administrative Assistant III to join us in Scarborough, ME!

As a Sr. Administrative Assistant, you will need to have the ability to perform the following:

• Self-motivated and flexible individual who thrives in a fast-paced environment.
• Execute research and data analysis, define best approaches, compile and manipulate data, analyze and troubleshoot problems, and prepare reports and recommendations.
• Coordinate activities for team members, maintain office supply inventory, and procure items as needed.
• Partner with purchasing and local management to develop cost-saving strategies and schedule vendor support for site-specific equipment.
• Administer the prescription safety glasses and safety shoes program.
• Interface with customers to reconcile invoices and issue credit memos when necessary.

Essential Duties and Responsibilities:

• Find discrepancies between batch and SAP, liaise with Accounts Receivable.
• Reconcile invoices and issue credit memos or contact customers as appropriate.
• Establish and maintain min/max inventory levels.
• Source vendors for new requests, obtain quotes, and optimize cost and quality.
• Follow up with vendors regarding on-time delivery and quality issues.
• Develop cost savings strategies with purchasing and management.
• Coordinate with AP to ensure timely invoice payments.
• Manage open order reports for timely receipt of goods and processing of packing lists.
• Remove discontinued instruments from the floor and update inventory systems.
• Ensure calibrations are completed on time and work orders are updated.
• Prepare for external audits by auditing calibration efforts.
• Meet all office needs, including janitorial supplies, printing, drinking water, and document storage.
• Manage return of items needing repair, calibration, or vendor return.
• Administer the Safety Glasses Program (MySV) and Safety Shoes.

Required Qualifications/Skills:

• High school diploma or GED; technical associate’s degree or some college preferred.
• 5+ years of experience as an Administrative Assistant.
• 3+ years of experience working with SAP.
• Ability to handle repetitive tasks with quick turnaround.
• Excellent verbal and written communication skills.
• Ability to handle confidential information professionally.
• Advanced skills in Microsoft Word and Excel.
• Ability to manage multiple requests with shifting priorities.
• Must be able to wear PPE as required.

Preferred Qualifications/Skills:

• Experience in booking corporate travel and expense processing.
• Experience coordinating meetings and events.

Other Requirements

• Reliable transportation.
• Ability to pass background checks and drug screening.

Physical and Mental Job Essential Functions

• Sitting for long periods.
• Lifting up to 40 lbs regularly.
• Ability to read and understand directions.
• Good hearing and speaking skills for communication; accommodations available for hearing impairments.

At Ultra Clean Technology, we celebrate diversity and are an equal opportunity employer. We offer comprehensive benefits including medical, dental, vision, 401(k), and paid time off.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Accounting/Auditing, Purchasing, Customer Service

Industries

• Semiconductor Manufacturing

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