Administrative Assistant - Part Time

Vertex Energy Inc•Houston, TX

21d•Onsite

About The Position

Operating under its parent company, Vertex Energy, H&H Oil, our administrative professionals are the backbone of our organization. We’re seeking detail-oriented individuals to manage critical processes in a dynamic, collaborative environment. You’ll coordinate essential functions, support team initiatives, and drive operational excellence while embracing a culture of continuous improvement. If you’re ready to put your organizational expertise to work and make a tangible impact on our business, your pathway Forward starts with H&H Oil. The Part-Time Administrative Assistant serves as a key member of the Customer Service team, reporting to the Customer Service Manager. This role supports Operations across Customer Service, Transportation, and Sales through a variety of administrative, organizational, and communication tasks. The position regularly handles confidential and time-sensitive information and requires familiarity with standard industry practices and procedures. The ideal candidate communicates effectively, ensures accuracy in all responsibilities, and consistently delivers high-quality work in a timely manner.

Requirements

High school diploma required.
Three years of related experience or equivalent combination of education and experience.
Proficiency in using computers and various software such as Microsoft Office applications.
Ability to work effectively in a team environment.

Responsibilities

Answer, screen, and return incoming calls; monitor voicemail and follow up as needed
Greet visitors, manage access, and coordinate with vendors
Prepare and distribute written and electronic correspondence
Perform data entry and maintain Excel spreadsheets
Generate, review, and close out work orders
Maintain office supply inventory
Scan, file, and organize documentation
Create and maintain customer records and files
Manage incoming and outgoing mail and packages
Coordinate travel arrangements as requested
Maintain call-in logs and communicate customer information to managers, sales representatives, and drivers
Coordinate and distribute sales leads to the appropriate sales team members
Verify and update customer pricing as needed
Route customer inquiries to the appropriate department
Respond to customer questions, complaints, and correspondence in a timely manner
Process and manage work orders within the system
Generate invoices and coordinate mailing
Collaborate with accounting to verify customer payment status
Set up and maintain customer accounts, including pricing and contact details
Generate work orders and invoices
Request and track purchase orders
Assist vendors with purchase orders, invoices, and payment inquiries
Set up new vendor accounts
Process customer payments and support accounting functions as needed
Prepare and maintain route schedules and update systems and route sheets
Provide routing support and communicate updates to drivers
Generate and update transportation-related reports as needed