Administrative Assistant

Hunting•Houston, TX

23h

About The Position

The Administrative Assistant will support the Office Manager and all departments in day-to-day activities. This role involves a variety of tasks including office administration, payroll processing, sales order processing, costing analysis, and receptionist duties. The assistant will be responsible for maintaining office supply inventory, organizing meetings and events, managing time and attendance data, processing sales orders and invoices, and handling incoming visitors and calls.

Requirements

Proficiency in D365 for time and attendance, sales order processing, and document uploading.
Experience with sales order logs and invoice processing.
Ability to analyze job costs and gather cost information.
Skills in reconciling spreadsheets and allocating costs.
Experience in managing office supplies and organizing meetings.
Familiarity with reception duties including greeting visitors, answering phones, and handling mail.
Ability to scan and upload documents into D365 and OnBase.
Basic understanding of payroll timesheets and uniform charge tracking.

Nice To Haves

Experience as an Administrative Assistant.
Experience in a role that requires multitasking across different departments.
Familiarity with Hunting’s HSE Orientation Policy.

Responsibilities

Assist the Office Manager and support all departments in day-to-day activities.
Assist in managing office supply inventory.
Assist in organizing internal meetings and other company events, including ordering and picking up meals.
Balance and transfer daily time and attendance in D365.
Email daily labor hours to managers and supervisors.
Enter sales order bookings, shipping, and invoice reports daily in the sales order log.
Process sales orders for invoicing and complete cover sheets for AR.
Pick, pack, and post sales orders for shipments daily.
Analyze job costs in D365 and make necessary adjustments (in the absence of a Job Cost Analyst).
Gather internal and external cost information, including labor hours, materials, purchase orders, and freight costs (in the absence of a Job Cost Analyst).
Allocate miscellaneous costs such as freight, royalties, and gauge rental (in the absence of a Job Cost Analyst).
Reconcile royalty spreadsheets with online databases (in the absence of a Job Cost Analyst).
Analyze work order cost reports and sales order cost reports (in the absence of a Job Cost Analyst).
Meet and greet incoming visitors (in the absence of a receptionist).
Maintain cleanliness of the reception area (in the absence of a receptionist).
Ensure visitors review HSE Orientation Policy and sick acknowledgment (in the absence of a receptionist).
Call employees to retrieve their visitors (in the absence of a receptionist).
Answer and route incoming calls appropriately (in the absence of a receptionist).
Take messages and/or forward calls as needed (in the absence of a receptionist).
Handle all deliveries and mail distribution (in the absence of a receptionist).
Scan and upload closed purchased order packets and sales packets for daily invoicing in D365.
Scan and upload stock job packets into OnBase.
Input daily hours on payroll timesheet.
Input employee uniform charges on the uniform spreadsheet.
Print schematics and drawings for sales.