Administrative Assistant

Position Overview

The position operates in the area of project administration and invoice management.

District Overview

Kiewit Supply Network group specializes in providing comprehensive procurement services to clients across the construction and engineering industries in multiple markets, including transportation; water/wastewater; power; oil, gas and chemical; building; and mining.  Our key objectives are to offer clients a world-class service focused on ensuring equipment, materials and services are consistently estimated and procured at the right price. We strive to offer an appropriate level of quality and ensure materials and services are delivered on schedule and in compliance with the client’s specifications and expectations.  

Location

This position will be based out of Houston, TX, supporting Kiewit’s oil, gas, and chemical projects in a professional office setting 

Responsibilities

• Receive and review invoices for accuracy and completeness
• Communicate effectively with internal departments and external vendors to resolve any invoicing issues or discrepancies
• Verify that all invoices are properly authorized and approved before processing
• Maintain accurate records of all invoice transactions and ensure proper filing
• Continuously improve the invoice processing procedures to streamline workflow and increase efficiency
• Respond to inquiries from vendors and other departments regarding invoice status
• Utilize Microsoft Excel to create, maintain, and analyze complex spreadsheets and reports
• Develop and optimize Excel formulas, pivot tables, and charts to support data analysis
• Manage and organize large datasets, ensuring accuracy and completeness
• Support KSN staff in day-to-day activities
• Assist in preparing presentations, reports, and summaries for management
• Schedule department and project meetings upon request
• Expedite and track pre-award vendor information and quotations 

Qualifications

• High school diploma or equivalent; college degree preferred
• 2+ years of experience as an Administrative Assistant or in a similar role
• Strong proficiency in Microsoft Excel, including the ability to create and utilize formulas, pivot tables, VLOOKUP, conditional formatting, macros, etc.
• Knowledge of ERP or CRM systems is a plus.
• Excellent organizational and time-management skills
• Attention to detail and accuracy in data entry and record-keeping
• Effective communication and interpersonal skills
• Ability to work independently and as part of a team
• Ability to multi-task, prioritize workload, and meet deadlines in a fast-paced environment