Administrative Assistant

Stallion Infrastructure Services•Houston, TX

14d

About The Position

The Administrative Assistant assists with all aspects of general office administration and coordination activities. In this role you will communicate with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures. In this role it is critical to be someone who works well in a fast-paced environment and have a high adaptability to change. We are looking for a problem solver who radiates professionalism in all communications with both internal as well as external contacts.

Requirements

Must possess and demonstrate strong interpersonal skills and can effectively manage a diversity of individuals.
Possesses strong customer-service orientation with customers and employees.
Proficient in Microsoft Applications: Outlook, Excel, SharePoint and Word.
Able to maintain a high level of discretion and confidentiality.
Able to communicate effectively with all levels of the organization.
Excellent written and verbal communication skills.
Strong organizational skills with the ability to multi-task
High school diploma or equivalent
Two years of relevant administrative or industry experience or equivalent

Nice To Haves

Oracle Cloud experience is a plus.

Responsibilities

Create/Issue, code, track POs (Purchase Orders) and match to vendor invoice
Resolve and troubleshoot invoice disputes
Initiates new vendor registrations and submits vendor change requests as needed
Ensure compliance with company credit policies and procedures.
Assist with P-Card/Expense coding in Concur
Coordinate 1099 vendor requirements
Assist in completing various vendor MSA (Master Service Agreement) requirements
Data inputs, updates, and tracking for weekly/monthly meetings
Assist in the preparation of various reports
Organize and schedule appointments
Develop and maintain electronic records according to records retention schedule
Act as the point of contact of internal and external clients
Provide back-up support as needed for other administrative positions
Ensures process documentation (standard operating procedures) for administrative responsibilities are kept updated.
Assist in local inventory and asset tracking and controls
Create and submit AFE’s (Authorization for Expenditure) for local office
May assist in maintaining vehicle folders
Order and maintain office supplies, and branding inventory and materials
Coordinate employee random Drug & Alcohol testing in compliance with QHSE guidelines
Facilitates local candidate and new employee hiring process and ensures compliance with HR guidelines. May schedule interviews, assist new hire with resources, complete I-9s, and provide general assistance as needed.
Ensure all payroll schedules are met, assist HR at the local level with matters concerning employee benefits and communication.