Maintenance Office Assistant - Flexible Scheduling Options (AVON)

Overview :

Job Status / Type : Full-time, year-round

Position Level : Entry to Mid-Level

Shift / Schedule Requirements : Ability to work various shifts and days including nights, weekends and holiday periods to meet business needs.

The Maintenance Office Assistant will perform receptionist duties including greeting and receiving visitors and directing them to the proper individual and / or department, and answer, screen and transfer / dispatch calls to the appropriate personnel. This position will operate two way base radio for communication to maintenance trades and supervision, provide clerical support including but not limited to : execution of documents in DocuSign, scanning, filing, date entry, creating spreadsheets, sorting and distributing mail, and monitor and maintain all associates' timekeeping, attendance tracking and entry of schedules. Additional duties include entering purchase order requests in the JD Edwards accounting system and processing packing lists and invoices as well as the distribution of open invoices.

Responsibilities :

• Maintain, research, distribute and track all open invoices sent through the OnBase system.
• Process receipts and invoices in JD Edwards, Smartsheet and OnBase on a daily basis.
• Provide trouble shooting assistance with receiving issues regarding invoices not clearing in OnBase.
• Create and distribute monthly spreadsheet of Open Purchase orders to Leaders.
• Timekeeping : Review and correct all departmental labor time-clockentries in Kronos on a daily basis. Obtain all required documentations of approval for any time edit corrections.
• Update and maintain all maintenance division schedules. Maintain and track associates' attendance via hard cards, spreadsheet and Kronos. Work with Manager on any discrepancies. Greet and receive all visitors and direct them to the proper individual and / or department.
• Answer, screen and dispatch calls to the appropriate personnel while maintaining the daily call logs / work lists for all trades.
• Provide clerical support including but not limited to : execution of documents in DocuSign, scanning, filing, typing divisional correspondence, creating spreadsheets, sorting and distributing mail and coordinating events.
• Assist with organization and distribution of employee incentives.
• Labor Distribution : Data entry of all work records on a daily basis.

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