Administrative Assistant II

Chart Industries•New Iberia, LA

16h•Onsite

About The Position

Ensuring Chart’s Success… Chart Energy & Chemicals facility specializes in cold box assembly and fabrication, pressure vessels and other cryogenic equipment as used for the air separation and hydrocarbon industries. The end users of this equipment include all the major LNG, petrochemical and air separation engineering on a worldwide basis. The facility is located in the Port of Iberia. This position is essential to the daily rhythm of the plant. The Administrative Assistants serve as the face of the facility, support safety and operational compliance, and help ensure smooth coordination across departments and locations.

Requirements

High school diploma required
Minimum 2-4 years of administrative or office support experience
Proficiency in Microsoft Excel, Word, Outlook, and PowerPoint
Strong organizational, communication, and multitasking skills
Ability to manage confidential and sensitive information with discretion
Customer-focused mindset with a professional, welcoming demeanor

Nice To Haves

college coursework or degree preferred

Responsibilities

Professionally greet visitors and vendors; ensure proper sign-in
Answer and route incoming phone calls; take messages and follow up as needed
Maintain professionalism as the first point of contact at the assigned facility
Manage conference room calendars for the assigned plant
Organize and schedule meetings, including preparing agendas, materials, and catering when required
Order and maintain office and conference room supplies (Office Mart, Walmart, Amazon, etc.); Stock conference rooms with necessary supplies
Check, distribute, and send mail (including certified mail when required); Distribute paychecks to employees as required
Maintain and update internal phone lists
Create employee recognition materials (Employee of the Month certificates, work anniversary tracking)
Assist departments with special projects and miscellaneous administrative tasks
Coordinate training administration
Manage and schedule safety orientation and notification of appropriate managers (scheduling, materials, invites, food, attendance tracking)
Print and organize safety audit paperwork; Enter and scan safety audit documentation into systems
Report weekly visitor/vendor hours for safety tracking
Update and audit vendor liability certificates
Maintain and sanitize protective equipment
Maintain clear handoff communication between locations to ensure consistency and continuity
Miscellaneous required tasks and/or projects