Administrative Assistant

Position Summary

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