Administrative Assistant - Maintenance

NextDecade•Brownsville, TX

22d•Onsite

About The Position

The Administrative Assistant reporting to the VP Maintenance, is responsible for providing general administrative support to NextDecadeâs Maintenance team in Brownsville, TX consisting of more than 100 employees that include the Planning and Scheduling team, Maintenance Execution team, Reliability team and Turnaround team during commissioning, facility startup and continuing for normal operations. The successful candidate thrives in a fast-pased environment with strong communication and organization skills with attention to detail. The position is in Brownville, Texas.

Requirements

A High School degree or equivalent
Ability to obtain a TWIC Card.
Highly proficient in Powerpoint, Word and Excel applications.
Display effective communication skills.
Ability to work efffectively with a diverse team and frequently changing priorities.
Effective time management skills, including punctuality, flexibility, and reliability.
Strong organizational skills, including planning, scheduling, and follow-up capabilities.
Strong composition and grammar skills.
Must be able to work independently.
Experience interfacing with executive management.
Communicates effectively at all levels of the organization to ensure clarity in expectations requirements, and deliverables. Excellent analytical skills.

Nice To Haves

Working knowledge of SAP and Concur.
Additional training specifically in computer/software and/or prior demonstratable work experience.

Responsibilities

Coordinate conferences, meetings, training, or employee events,
Coordinate mail, including sorting and forwarding incoming mail, and scheduling pick-up and delivery of mail services,
Coordinate new employee onboarding with HR and line managers,
Coordinate site visitors to ensure protocols are followed and maintain a welcoming environment,
Act as meeting secretary including invites, reservations, timekeeping, agenda, meeting minutes and note taking,
Maintain and update team action trackers and reports,
Compile and submit expense reports and assist with travel arrangements,
Assists with procurement of supplies using Company P-Card
Assists with Service Entry Sheets in SAP,
Coordination of general maintenance contractor admin staff,
Create and organize presentations or materials needed for meetings,
Assist in coordinating meeting logistics and catering services including scheduling and maintaining conference rooms,
Process project correspondence, conference notes & meeting minutes and action items.
Track and order office supplies and break room necessities,
Develop and maintain phone/email lists, calendars and schedules,
Develop and maintain the maintenance operation staffing schedule during training and commissioing activities with input from the directors or managers,
Review technical documents to correct grammer and formatting,
Other duties assigned by line manager.