Job Information
The Recycler Core Company, Inc. Travel Agent / General Administrative Assistant in Riverside, California
Position Summary
[This position is responsible for scheduling travel for our company employees, assisting with travel for customers and vendors. In addition, this position is responsible for providing administrative support to the Executive Secretary and Receptionist by preparing documents; filing; calculating the value of purchase orders and the supplemental check-in sheets; welcoming guests; ordering lunch for customers; and other duties as assigned]{calibri",sans-serif"=""}
Essential Duties and Responsibilities:
- Research air, hotel, and car quotes using multiple third-party travel web pages such as Expedia, Kayak, Hotels.com, CarRentals.com, etc. in addition to researching the direct company web page.
- Provide the information requested using the search criteria provided, i.e. dates and times.
- Present research to person making the decision. Have them sign off their selection.
- Book air, hotel, and car.
- Create physical file and electronic file.
- Notify companies of visit.
- Prepare travel bags, travel book and need lists.
- Communicate with travelers and companies visited during their trip to gather information regarding purchases (i.e. Call for invoices, tally sheets, payment information). This will aid in scheduling trailers, record payment information, provide general information to our supervisor, open a P.O., and begin a file.
- Upon return, travelers will turn in receipts, expense report with hours worked, and tally sheets from trip.
- Expense Report
- Audit receipts and make sure information has been entered correctly on expense report
- Enter PO information for each company visited
- Once finished, place a copy in the files of each company visited and give Accounts Payable a copy with all original receipts attached.
- Enter all purchase information for each company, compare against invoices, and immediately notify our supervisor of any discrepancies or amounts due.
- Clean Need Lists before each trip and at beginning of each month.
Daily data entry in Excel.
Perform related clerical work such as typing, filing, sorting mail distribution.
Use applicable software programs to create inventories, letters, emails and other business-related documents.
Operate office machines such as photocopier, fax machine and personal computer.
Reserve and ensure conference rooms are organized and tidy.
Provide administrative support when needed.
Manage/order office supplies.
[As back-up to the receptionist, answer, assist and direct incoming telephone calls to appropriate parties ]{calibri",sans-serif"=""}