Total 307 Administrative / Clerical job vacancies in White City, Oregon

This role provides administrative support for various tasks, such as data entry, timekeeping, expense reporting, and general assistance to one or more managers within a group, office, or business unit. This role works under direct guidance and supervision.

• Assist in general administrative tasks and may provide support to Executive Assistant On-Shore.
• Prepares and maintains basic reports, spreadsheets, and other necessary documents in response to and in anticipation of department’s needs.
• Prepares, reviews, submits, and tracks expense reports for reimbursements.
• Enters, tracks and processes departmental expenses and invoices for payment.
• Maintains and organizes documents in Sharepoint and Teams databases for stakeholders, including tasks such as saving, organizing, and creating folders for efficient document repository management.
• Processes timesheet approval, submission and Oracle Time Adjustments (OTA) (including approvals, transfers and cost center changes) for employees.
• Format documents as needed for other stakeholders
• Process and handle Employee Center cases.
• Inputting data from various sources into computer system or databases accurately, efficiently, and timely.
• Conduct online research or other types of research for onshore partners.
• Reroutes documents to other approvers when necessary.
• Perform other related projects and duties as assigned.
• Maintain confidentiality and a high level of professionalism in all interactions and when handling sensitive information.
• Assist senior administrative colleagues by assisting with tasks such as creating and maintaining basic reports, organize shared files, and other assigned duties
• Receives guidance and training on well-structured assignments relying on instructions and established procedures.
• Perform and accomplish the responsibilities listed above under direct guidance and supervision of an SME or Team Leader.

Administrative assistants perform general clerical tasks, generally on behalf of a leader in the organization. If you are highly motivated and organized then this might just be the opportunity for you. Day-to-day activity as an administrative assistant includes coordinating various calendars, taking phone calls and messages, sending emails, prepping for large meetings and presentations, capturing notes in meetings, and many other related tasks. Assistance in the receiving and reporting areas. Assist in events and building presentation.

This role provides administrative support for various tasks, such as preparation of reports, charts, and other presentation materials, inventory of office supplies, timekeeping duties and maintenance of files, databases, and archives of relevant records to one or more managers in a department or group in an organization. This role works under general guidance and supervision.

• Provide support in general administrative tasks such as but not limited to filing, encoding, maintaining, and sorting files and documents.
• Prepares, generates, and maintains reports, spreadsheets, presentations, and other necessary documents as required, in response to and anticipating the department’s needs.
• Prepares, reviews, submits, and tracks Stakeholder’s expense reports for reimbursements
• Enters, tracks, and processes departmental invoices for payment.
• Processes timesheet approval, submission, and Oracle Time Adjustments (OTA) (including approvals, transfers, and cost center changes) for employees.
• Maintains and organizes documents in Sharepoint and Teams databases for stakeholders, including saving, organizing, and creating folders for efficient document repository management.
• Process and submit ServiceNow IT ticketing.
• Process and purchase orders for office supplies, including IT hardware and software services. Conduct online research or other types of research for onshore partners.
• Reroute documents to other approvers when necessary.
• Perform other related functions, projects, and duties as assigned.
• Maintain confidentiality and a high level of professionalism in all interactions and when handling sensitive information.
• Receives guidance and training on well-structured assignments relying on instructions and established procedures and may be relied on to solve routine problems/issues.
• Perform and accomplish the responsibilities listed above under the general guidance and supervision of an SME or Team Leader.

As a part of Admin division, your main missions consist of:

• To implement operations, policies and processes regarding office management;
• To support the whole Office Admin (OA) team and having an ear for listening our staff's idea and request;
• To maintain office daily services, assist company activities, events, contribute to create a good working environment for staff and keep a good image of the studio inside;

Reception

• Greet visitors and direct them to appropriate staff; answer incoming phone calls and transfer them to relevant staff;
• Prepare distribution the incoming and outgoing mails;
• Ensure the good condition and delivery of our consumable items (water, coffee machine, medicine chests in the studio);
• Coordinate the whole process of ordering overtime food;
• Advise to improve the office area, especially the common space;
• Manage the office supplies / stationeries stock and order;
• Prepare the phone and taxi voucher and track the taxi card usage;
• Coordinate your work with your Tea Lady, to manage the area and assets

Office Management

• Support by coordinating our needs/request for the maintenance, office equipment, office assets and facilities such as: electricity, machines, office furniture, facilities, air conditioners; meeting rooms, etc.;
• Support on OM team for business trips;
• Support to the Operative OM team by liaising with the building management, for facilities such as parking access, lift form for service and delivery, toilet maintenance etc.;
• Support about Team building's process, Entertainment Allowance, Extra Insurance claim;
• Maintain records for office space and office map;
• Coordinate the issuance of office assets for staff and visitors (access cards, printing name cards and standee, mugs, keys…);
• Monthly maintain an updated repertory list of vendors and general contacts.

Other Tasks

• Support on logistic for the company events, activities, contests, clubs as required;
• Follow up office contracts such as the insurance, rental contacts, etc.;
• Prepare the payment requests, scan invoices, record the monthly payments;
• Advise the management on changes or solutions to improve the office management when necessary;
• Support on OM team for other tasks, upon the actual adaption and readiness of the job holder;
• Assist on reporting process;
• Perform other ad hoc tasks as needed.

Your new company
A global property development and investment company based in London's West End.
Your new role
You will be supporting the Head of Investment, Strategy and Insights with all aspects of administration support. This role is a 12 month maternity cover, working 25 hours per week (most likely all 5 days, but some flexibility is available).
Your duties will include:

• High level diary management
• Inbox / email management - proactively assessing emails, taking appropriate action, forwarding information as required and filing
• Prioritise workload efficiently and effectively with constantly changing schedules
• Pro-actively pulling together papers in preparation of meetings
• Arrange meetings via outlook including inviting external guests and liaising with other secretaries
• Create reports, documents, letters and PowerPoint presentations
• Print and bind documents as required
• Liaise with all levels within the company
• Answer telephone calls and dealing with them accordingly
• Travel arrangements - book travel/accommodation/restaurants and coordinate itinerary
• Processing monthly expenses/create po's
• Salesforce - keeping contacts up to date and logging meeting notes.
• Create agenda for team meetings

What you'll need to succeed

• Requires a confident, highly organised, pro-active and self-starter approach.
• Experience of working in a similar senior level administration role.
• Must be able to self-manage and prioritise own workload to meet tight deadlines.
• Flexibility - must be able to deal with different levels of workload.
• Must have good written and oral communication skills.
• Must have excellent attention to detail and accuracy.
• A good team player.
• Must be able to use own initiative & anticipate/forward plan line managers' time.
• Must have advanced knowledge of outlook and PowerPoint.

What you need to do now


If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion on your career.

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In this role, you will be the single point of contact for the Commercial and Finance teams, to liaise on Finance/Revenue related requests. You will be the go-to person from the Commercial side on all Finance related processes, platforms and documents who can advise on actions accordingly. You will also be responsible for ensuring that all key cut-off dates based on the Monthly Closing Calendar are strictly adhered to

• Update opportunities for Commercial teams and advise on opportunity set-up in Salesforce. 
• Commission opportunity in Salesforce to get the job number (i.e. include billing instructions, final contract details, evidence of agreement (EOA) and/or PO). Raise job number request for exception cases, if needed.
• Raise request and coordinate new SAP account creation and credit checks.
• Review and approve proforma invoices .
• Follow up with the Billing team on sending invoices to clients.
• Raise credit memo request for invoice revisions/ cancellations.
• Attend the local Billing and Cash Collection calls and coordinate action items with the Commercial team.
• Ensure project dates in SAP are updated. Raise SAP change requests as needed.
• Follow up with the Operations team on pending fieldwork start date confirmation.
• Follow up with the Commercial team on pending evidence of delivery (EOD).
• Other Finance/Revenue-related duties, as assigned