USVI Administrative Assistant

Job Title: USVI Administrative Assistant
Job Function: The Administrative Assistant supports the company's administrative and operational functions.
Job Type: Direct Placement
Location: St. Thomas (On-Site)
About RCM:
RCM IT & Life Sciences is a leading provider of IT Business Solutions and Engineering Services to over 1,000 clients in the commercial and government sectors. RCM partners with clients to define implement and manage a broad range of technologies across multiple platforms, systems, and networks. Our broad geographic presence ensures that a proven and reliable tactical and strategic capability is available and deployable virtually everywhere in North America.

Scope of Job

• RCM is looking for an Administrative Assistant for our petroleum client in St. Thomas, US Virgin Island to supports the company's administrative and operational functions by ensuring that all assigned tasks are completed timely and correct.

Primary Responsibilities
Administration Duties

• Provides quality service to customers and other client stakeholders.
• Ensures that office equipment is maintained and that a sufficient amount of office supplies are stocked.
• Assists Human Resources with coordinating the payment of the Government Insurance Certificate.
• Assists Terminal personnel with documentation and filing.
• Coordinates the signature of client personnel timesheets by management and emails the approved timesheets to Human Resources biweekly.

Accounts Receivable Management Duties

• Contact customers via email or telephone to ensure that outstanding balances are collected.
• Reconciles paid customer invoices to outstanding invoices via a spreadsheet.
• Executes online bank deposits and creates deposit reports.

Accounts Payable Management Duties

• Prepares and enters purchase requisitions in SAP by following company purchasing policies and assigning the correct general ledger accounts and cost centers.
• Processes invoices for payment and forwards invoices to Accounts Payable in Puerto Rico.
• Follows the company's procedures when creating new vendors.
• Ensures that vendors are paid timely and ensures there is no backlog of vendor invoices at any time.

Inventory Management Duties

• Assists the USVI Operation's team with producing inventory control reports daily.
• Coordinates fuel orders with customers, drivers, and company personnel.
• Monitors additive movements and prepares reconciliation reports.
• Prints monthly stock transaction reports and clarifies variations before month-end closing.

Other Duties

• Participates in safety meetings (including taking minutes) and emergency response drills.
• Performs other duties as assigned by supervisor and management team.
• Executes coupon validation with Total's Commissioned Agent Service stations.
• Manages and reconciles petty cash disbursements following company policies and procedures

Qualifications

• Work experience can be used to compensate for educational requirements.
• Must be able to multitask and work well with company stakeholders.
• Must be able to work with office equipment and required software (Microsoft Office and SAP).
• A well-organized individual who is capable of multitasking.
• Must be able to work in a fast-paced environment and requires minimal supervision.
• Strict confidentiality and good interpersonal relationships are required.

Education & Certifications

• BA in Business Administration or related is required.

Contexts & Environment

• Works in St. Thomas, Company Terminal building.
• Will spend long hours sitting and typing on a computer keyboard and using office equipment (computers, printer/copying machines, etc.). Some lifting of supplies and materials from time to time may be required.
• Will be in a busy, open area office. The incumbent is faced with constant interruptions and must meet with others regularly.

Equal Opportunity Statement
RCM is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Disclaimer
This job description is intended to describe the general nature and the level of the work being performed by the people assigned to this position. It is not intended to include every job duty and responsibility specific to the position. RCM reserves the right to amend and change
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RCM Technologies, (USA) Inc. is an Equal Opportunity Employer M/F/D/V. RCM encourages applicants of all ages.