Previous experience in a receptionist, administrative assistant or office support position preferred.
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Experience supporting Finance, Accounting, Operations or a service-based business is an advantage.
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Familiarity with enterprise resource planning (ERP) systems or business management software preferred.
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Experience with Microsoft Dynamics 365 Finance & Operations (F&O) and Prexa is desirable; training may be provided.
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Basic understanding of purchase orders, invoices, work orders and business documentation.
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High school diploma or equivalent required; additional administrative or business education preferred.
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Skills and Competencies
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Strong organizational skills and attention to detail.
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Professional telephone manner and customer service skills.
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Good written and verbal communication.
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Proficiency in Microsoft Outlook, Word and Excel.
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Ability to accurately enter, maintain and retrieve information in business systems.
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Ability to prioritize tasks and manage multiple requests from different departments.
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Ability to work independently on routine tasks while knowing when to seek guidance.
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Strong interpersonal skills and willingness to support different departments.
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Ability to maintain confidentiality and handle sensitive business information appropriately.
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Willingness to learn new systems, procedures and administrative processes.
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Key Responsibilities
*Reception and General Administration\n \n Greet and assist visitors, customers, vendors and employees in a professional and courteous manner.\n \n Answer and direct incoming telephone calls and general inquiries to the appropriate departments.\n \n Coordinate incoming and outgoing correspondence, mail, packages and courier services.\n \n Maintain an organized and professional reception and common office area.\n \n Assist with scheduling meetings, coordinating visitors and making general office arrangements.\n \n Maintain office supplies and assist with purchasing routine administrative materials.\n \n Provide general clerical and administrative support to management and departmental personnel.\n \n *Finance and Accounting Administration\n \n Assist the Finance team with processing and organizing invoices, purchase orders, expense reports and supporting documentation.\n \n Enter and maintain financial and administrative information within the F&O system as authorized.\n \n Assist with matching invoices, purchase orders and supporting records for review by Finance.\n \n Follow up internally on missing documentation or incomplete information.\n \n Maintain accurate electronic records and filing systems to support financial reporting and audit requirements.\n \n Assist with customer and vendor information updates, subject to appropriate authorization.\n \n Support month-end administrative activities and other routine Finance requirements.\n \n Maintain confidentiality of financial and company information.\n \n *Operations and Prexa System Support\n \n Assist Operations personnel with administrative activities and record maintenance within the Prexa system.\n \n Enter and update job, rental, equipment and operational information based on approved documentation.\n \n Assist with preparing and maintaining job files, work orders, equipment records and supporting documentation.\n \n Coordinate with Operations, Sales and Logistics to ensure required information is accurately recorded and communicated.\n \n Support the collection and organization of equipment movement, delivery, return and job-completion documentation.\n \n Identify missing or inconsistent information and refer it to the responsible department for correction.\n \n Assist with maintaining consistent data entry and document-control practices across departments.\n \n Support administrative improvements intended to reduce duplication and improve the accuracy of business records.\n \n *Departmental Coordination and Support\n \n Work closely with Finance, Operations, Sales and Logistics to support the timely flow of information.\n \n Assist with preparing basic reports, spreadsheets and administrative summaries.\n \n Support the implementation of standard administrative procedures and document-control practices.\n \n Help ensure records are complete, properly filed and accessible to authorized personnel.\n \n Assist with special projects and other reasonable administrative duties as assigned.
The Receptionist / Administrative Assistant is responsible for providing professional front-office reception services and general administrative support to the Finance and Operations teams.
The position serves as a primary point of contact for visitors, customers and incoming communications while supporting the accurate processing, organization and maintenance of business records within the company's Finance & Operations (F&O) and Prexa systems.
The role requires strong organizational skills, attention to detail and the ability to manage multiple administrative tasks while supporting the efficient day-to-day operation of the business.
Initially, the position is expected to allocate approximately 50% of its time to reception and general administrative duties and 50% to ERP system support, including Prexa and F&O activities for Sales, Finance and Operations. This allocation may be adjusted as business needs evolve, with the potential for increased ERP responsibilities as the employee develops proficiency and sales activity grows.
Knowledge, Skills & Experience
Knowledge and Experience
Previous experience in a receptionist, administrative assistant or office support position preferred.
Experience supporting Finance, Accounting, Operations or a service-based business is an advantage.
Familiarity with enterprise resource planning (ERP) systems or business management software preferred.
Experience with Microsoft Dynamics 365 Finance & Operations (F&O) and Prexa is desirable; training may be provided.
Basic understanding of purchase orders, invoices, work orders and business documentation.
High school diploma or equivalent required; additional administrative or business education preferred.
Skills and Competencies
Strong organizational skills and attention to detail.
Professional telephone manner and customer service skills.
Good written and verbal communication.
Proficiency in Microsoft Outlook, Word and Excel.
Ability to accurately enter, maintain and retrieve information in business systems.
Ability to prioritize tasks and manage multiple requests from different departments.
Ability to work independently on routine tasks while knowing when to seek guidance.
Strong interpersonal skills and willingness to support different departments.
Ability to maintain confidentiality and handle sensitive business information appropriately.
Willingness to learn new systems, procedures and administrative processes.
Key Responsibilities*Reception and General Administration
Greet and assist visitors, customers, vendors and employees in a professional and courteous manner.
Answer and direct incoming telephone calls and general inquiries to the appropriate departments.
Coordinate incoming and outgoing correspondence, mail, packages and courier services.
Maintain an organized and professional reception and common office area.
Assist with scheduling meetings, coordinating visitors and making general office arrangements.
Maintain office supplies and assist with purchasing routine administrative materials.
Provide general clerical and administrative support to management and departmental personnel.
*Finance and Accounting Administration
Assist the Finance team with processing and organizing invoices, purchase orders, expense reports and supporting documentation.
Enter and maintain financial and administrative information within the F&O system as authorized.
Assist with matching invoices, purchase orders and supporting records for review by Finance.
Follow up internally on missing documentation or incomplete information.
Maintain accurate electronic records and filing systems to support financial reporting and audit requirements.
Assist with customer and vendor information updates, subject to appropriate authorization.
Support month-end administrative activities and other routine Finance requirements.
Maintain confidentiality of financial and company information.
*Operations and Prexa System Support
Assist Operations personnel with administrative activities and record maintenance within the Prexa system.
Enter and update job, rental, equipment and operational information based on approved documentation.
Assist with preparing and maintaining job files, work orders, equipment records and supporting documentation.
Coordinate with Operations, Sales and Logistics to ensure required information is accurately recorded and communicated.
Support the collection and organization of equipment movement, delivery, return and job-completion documentation.
Identify missing or inconsistent information and refer it to the responsible department for correction.
Assist with maintaining consistent data entry and document-control practices across departments.
Support administrative improvements intended to reduce duplication and improve the accuracy of business records.
*Departmental Coordination and Support
Work closely with Finance, Operations, Sales and Logistics to support the timely flow of information.
Assist with preparing basic reports, spreadsheets and administrative summaries.
Support the implementation of standard administrative procedures and document-control practices.
Help ensure records are complete, properly filed and accessible to authorized personnel.
Assist with special projects and other reasonable administrative duties as assigned.
Over Unique Group
Over Unique Group
Een passie voor ontdekking. Een eindeloze nieuwsgierigheid naar onze zeeën en oceanen. En de ambitie om uw subsea- en offshore-projecten te ondersteunen. Dit blijven de kernprincipes achter het succesverhaal van Unique Group.
