Administrative Assistant

BlueScope Buildings North America, Inc.

Key Responsibilities

• Administrative Support & Data Management
• Maintain accurate and up-to-date internal data, records, spreadsheets, and tracking reports.
• Enter, review, and update information in company systems to ensure data accuracy and consistency.
• Prepare routine reports and assist with tracking key metrics and administrative activities.
• Maintain organized documentation and files while protecting confidential employee information.
• Provide general administrative support to HR, leadership, and other departments.
• Attendance Program Administration
• Manage and maintain the employee attendance tracking program, ensuring records are accurate and current.
• Monitor attendance data and assist with identifying attendance trends, occurrences, and reporting needs.
• Partner with HR and leadership to communicate attendance information and provide program-related support.
• Maintain appropriate documentation and assist with preparing attendance reports.
• Help ensure consistent administration of attendance program guidelines and procedures.
• Employee Events & Engagement
• Coordinate employee events, celebrations, and workplace activities that promote team connection and engagement.
• Assist with planning logistics, ordering supplies, coordinating vendors, and communicating event details.
• Organize workplace celebrations, holiday activities, and special recognition opportunities.
• Support employee engagement initiatives that contribute to a positive and inclusive workplace culture.
• Employee Recognition Programs
• Coordinate employee recognition programs, including service anniversaries, team celebrations, and employee appreciation initiatives.
• Collect and organize employee and leadership recognition submissions.
• Prepare recognition communications, announcements, and internal updates.
• Help administer recognition activities, giveaways, and other employee appreciation programs.
• Identify creative opportunities to celebrate employee contributions and strengthen team morale.
• Finance & Invoice Administration
• Review and code invoices to the appropriate general ledger accounts, cost centers, and departments in accordance with company procedures.
• Verify invoice details, coding accuracy, and supporting documentation before submission for processing.
• Partner with Finance and other departments to resolve invoice discrepancies and obtain any necessary approvals.
• Maintain organized invoice records and assist with tracking and monitoring invoice status.
• Support the Finance team with routine administrative tasks and other accounting-related duties.
• All other duties as assigned.

Requirements & Tech Stack

• Proficiency in Microsoft Office applications, particularly Excel, Word, and Outlook.

Qualifications

• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple tasks, prioritize deadlines, and adapt to changing needs.
• Strong written and verbal communication skills.
• Ability to handle confidential information with professionalism and discretion.
• Strong interpersonal skills and a customer-service mindset.
• Ability to work independently while collaborating effectively with employees and leaders across the organization.