Admin Assistant III

Acuren Inspection, Inc.•Longview, TX

4h•Onsite

About The Position

Acuren is currently seeking an Administrative Assistant to support their operation in Longview, TX. This is a 100% onsite role. Administrative Assistant Level III positions involve significantly complex and/or supervisory program support work. Jobs at this level perform administrative work that has a high degree of autonomy/responsibility for ensuring that support activities meet the needs of the company. These jobs are typically responsible for developing and establishing work methods in their area of expertise and the work requires a sound knowledge of the practices and procedures of their program area. Supervision of subordinate staff in the area is often a responsibility of these jobs.

Requirements

Extensive knowledge of the program specialty area and in-depth knowledge of related practices and standards
Sound working knowledge of the overall business of the company and the impact of the program specialty on supporting those business objectives
In depth working knowledge of company software applications and related office systems (e.g.: Microsoft Office, SQL, Concur, MAS500, CMD, Quickbase, E-Requester, etc.)
Thorough understanding of collective agreement terms and conditions
Highly developed interpersonal and communication skills
Well-developed problem solving skills to solve a range of common and unusual work problems which may require the development of innovative and creative solutions
Ability to organize, prioritize and coordinate multiple assignments/tasks within a team in a timely and effective manner
Consistently demonstrates understanding of, and compliance with, responsibilities under the provincial Occupational Health and Safety Acts and Regulations, and Acuren Safety and Quality Management Systems, policies and procedures
A post-secondary diploma with 3-5 years of related experience

Responsibilities

Administrative and program support to the office and/or program area
Overseeing the scheduling of meetings, receiving and processing of mail and faxes to ensure items go to the correct party
Preparing, proofreading and editing correspondence (forms, letters, spreadsheets, presentations, etc.)
Providing information and interpretation of administrative processes and procedures such as travel and expenses, pay and benefits, training, etc. to support staff
Coordinating purchase of office supplies, courier services, office equipment repair and maintenance, telephone issues and facility related needs
Coordinating all facility management issues (building access, electrical and mechanical, office renovations, furniture moves, etc.)
Providing and coordinating support to program areas that may include: Implementing effective office practices and processes and ensuring ongoing effectiveness of same.
Scheduling, tracking and uploading training documentation
Ensuring accurate data input into various program specific databases (e.g.: onboarding, training, etc.)
Preparing and remitting monthly metrics reports, accruals for accounts payable, invoicing, etc.
Preparing and reviewing accounting and productivity reports
Responding to customer and employee enquiries related to claims, invoices, purchase orders and office maintenance and processes
Analyzing DTR information for accuracy prior to generating invoices
Receiving and ensuring legal review of purchase orders and/or work order acknowledgements, and ensuring sign off by client
Assisting Finance Administrators with AR Collection issues and/or processing of requisitions and AP invoices
Entering and reviewing weekly time reports and expenses into system
Providing supervision to support staff by: Planning, assigning and evaluating work
Providing training to support staff as needed to ensure work is completed
Setting performance goals, completing progress reviews and annual appraisals for each employee supervised
Ensuring that administrative and support services is provided to the program area as required
Other work duties as assigned