Administrative Support Assistant

Overview

We’re currently recruiting for an Administrative Support Assistant to provide administrative and operational support to the North American (NAM) region. Based in our Hayward, CA office, you will support the Regional Director and wider team while helping to ensure our Hayward and Montreal offices operate efficiently and have the services, supplies and facilities required to support our employees.

This is a varied role with responsibility across administration, office management, procurement, finance, logistics, inventory and QHSE. You’ll work closely with teams across Nomad Digital, including Finance, Procurement, HR, Logistics, Delivery, Operations & Maintenance and Project Management.

The role will also involve regular communication with our UK head office, meaning some flexibility around working hours may occasionally be required.

About Nomad Digital

Nomad Digital is the world's leading provider of passenger and fleet connectivity solutions to the railway industry. Founded in 2002, and headquartered in the UK, currently serving more than 80+ global customers - in more than 40 countries - Nomad designs, builds, deploys and manages passenger Wi-Fi and on-board passenger infotainment systems. Nomad also provides remote online condition-based monitoring and maintenance solutions for optimising fleet management, operational performance and improving fuel economy.

When you join Nomad Digital, you will join a forward thinking, fast-growing, fun environment with access to some of the very latest technology in its field. You will work with experts who innovate collaboratively, creating an environment of team work and trustworthiness.

Essential Duties and Responsibilities:

Develop and maintain a professional relationship with the NAM suppliers, clients, contractors, and staff

Undertake the admin for raising requisitions, placing, and tracking orders from suppliers

Responsible for updating NetSuite and spreadsheets for NAM goods in/out inventory transactions

Effective filing of records (i.e., pack lists, invoices, certificates, contracts)

Responsible for the administration of office-related orders (i.e., supplies, maintenance, utilities, etc.)

Administer all domestic and international shipments for import/export from the US and Canada (i.e., packaging items, creation of pack lists, commercial invoices, looking up tax codes, etc.)

Support Delivery and O&M in the effective management of physical stock and assembled kits

Support Logistics in inventory counts, reporting, and reconciliation

Support Finance in accounts receivable/payable transactions and making check deposits

Support Finance in identifying and addressing account discrepancies or past due invoices (as needed)

Support Human Resources in the on-boarding/off-boarding process for NAM

Support Quality Health and Safety (QHSE) in monthly office inspections, safety tasks, and risk assessments

Support the Project Management team by requesting quotes and the status of intercompany transfers

Qualification Requirements:

Advanced knowledge of MS Excel (i.e., use of conditional formatting, formulas, pivot tables, etc.)

First Aid Certification (or willingness to gain certification)

Experience Requirements:

Experience as an Administrative Assistant

Experience with international logistics shipments and harmonized tax codes

Prior experience in supporting Supply Chain, Finance and Logistics processes - desirable

Prior experience with NetSuite or other ERP systems – desirable

Key Behavioural Competencies:

Attention to detail

Ability to work well in pressurized situations

Excellent customer service

Ability to work to set deadlines

Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers

Excellent computer proficiency (MS Office – Word, Excel and Outlook)

Ability to multitask effectively ensuring timelines are met

Our Commitment:

Nomad Digital is committed to being an inclusive and diverse employer, as well as providing equal opportunities in employment and freedom from unlawful discrimination on the grounds of age, race, ethnic or national origin, sex, pregnancy and maternity, marital or civil partnership status, sexual orientation, gender reassignment, disability, religion or beliefs.

We encourage and welcome all job applicants, especially those from diverse backgrounds and ensure everyone is treated equally and without discrimination.

Where possible we are happy to consider flexible working arrangements or appropriate reasonable adjustments on request. To discuss further, please email [email protected].