Temp Administrative Assistant

TNT Crane & Rigging•Houston, TX

About The Position

TNT Crane & Rigging Inc. is hiring a temporary Administrative Assistant for its Training Department in Houston, Texas. The role supports the department in cleaning up and consolidating training records from multiple company software systems and launching a new learning management system (LMS). The temporary assignment is estimated to last 6 to 9 months, with the potential to transfer to a full-time position. The assistant will gather and standardize training records from company systems, internal files, and third-party vendors; identify discrepancies and missing records; inventory certifications and supporting documents; digitize paper records; and prepare historical training data for upload to the new LMS. The role will also support LMS launch preparations, respond to basic access questions, track account activation, schedule onboarding sessions, prepare weekly status reports, and help maintain the department’s data archive. The position reports to the Training Manager.

Requirements

High school diploma or GED.
Experience with record keeping.
Experience navigating a Learning Management System.
Prior administrative support, office coordination, training administration, or related experience.
Good written and verbal interpersonal and communication skills, with the ability to interact professionally with employees, supervisors, trainers, and leadership.
Exceptional organizational skills and the ability to manage multiple projects and priorities, prioritize work, and meet deadlines.
High attention to detail and commitment to accurate records and documentation.
Proficiency in Microsoft Office, including Word, Excel, and Outlook.
Experience with document scanning and electronic file organization.
Ability to handle confidential employee information with discretion.
Ability to read, interpret, and write reports legibly in English.
Ability to type at least 45 words per minute.

Nice To Haves

Excel VLOOKUP/XLOOKUP experience.

Responsibilities

Gather training records from HRIS, ERP, the current LMS, spreadsheets, shared drives, paper files, and other internal platforms across company entities.
Receive and compile records from area safety councils and other third-party vendors.
Standardize record formats, including names, employee IDs, dates, job titles, locations, and business unit codes.
Flag duplicate or mismatched data for Training Department review.
Compare collected records with current company headcount to identify missing records, terminated employees, new hires, and transfers between company entities.
Inventory certifications, qualifications, and credentials, including expiration schedules and supporting documentation, and note missing documentation.
Digitize paper records such as sign-in sheets, certificates, and evaluations, and name files according to the department convention.
Populate vendor bulk-upload templates with users, courses, and historical completions.
Spot-check historical completions against LMS records uploaded via vendor templates and log errors.
Upload certificates and documentation to employee profiles.
Assist with preparing LMS launch materials.
Respond to basic questions about platform access during launch.
Track LMS account activation and follow up with employees who have not logged in.
Schedule LMS onboarding sessions for field crews and managers.
Compile weekly status reports on records migrated, errors found and fixed, and user activation rates.
Help set up and maintain a data archive, including archiving legacy spreadsheets and folders after data is confirmed in the LMS.
Perform other job duties as assigned.