AP/Fleet Inventory Administrator

Superior Integrity Services•Houston, TX

2d•Onsite

About The Position

The AP/Fleet Inventory Administrator is responsible for providing high-level administrative support for the President of the organization, overseeing the organization’s Accounts Payables, Property Taxes, Fleet Administration, Sales and Marketing efforts, and inventory management systems. Duties Include Fleet and Asset Oversight Manage organizational vehicle fleet, ensuring proper documentation, licensing, insurance, and maintenance records are up to date. Oversee administration of fuel card and toll accounts, ensuring accurate tracking, reporting, and reconciliation. Develop and maintain systems for monitoring fleet usage, fuel, costs, and compliance. Serve as the primary point of contact for fleet-related vendors and service providers. Provide regular reporting on fleet activity, expenses, fuel, and operational needs for leadership. Accounts Payable Input invoices relating to purchase into the payables system, verifying vendors, products, quantities and dollars charged between receiver and invoice. Review and process employee expense reimbursements in accordance with company expense policy and proofing all supporting receipts. Conduct necessary research to obtain invoice, approvals, receiver or other documentation in order to process vendor payments within specified terms. Obtain approval and process payments for approved invoices Assist with month-end close activities. Executive Support Serve as the primary point of contact for the President, managing calendars, scheduling meetings, and coordinating travel arrangements. Prepare and edit correspondence, communications, presentations, and reports on behalf of the President. Organize and maintain confidential files, records, and documents. Support the President in managing priorities, ensuring timely follow-up on tasks, projects, and deadlines. Coordinate board meetings and other executive-level gatherings, including logistics, agendas, and minutes. Assist with special projects as assigned, providing research, analysis, and administrative coordination. All Employees Shall: Cooperate with their employer for the purposes of protecting the health and safety of themselves as well as other workers either engaged or at the work site where the work is being carried out. Follow Company Policies and procedures Complete required paperwork and expense reports Perform other job-related tasks as assigned by management

Requirements

Detail oriented, self-motivated and reliable
Ability to self-direct work schedule and multi-task
Make and keep company and customer commitments
Ability to lead others
Success in working on small teams
Ability to share on-the-job knowledge with others
Ability to communicate with multiple levels of employees & external contacts
Maintain a high level of integrity and ethics
Must be able to pass a drug & alcohol test, MVR and FBI background check
Must possess and maintain a valid driver’s license
Must abide by Company safety policies at all times
High School Diploma or equivalent
Proficient computer skills – including Microsoft Office, including Word, Excel, Outlook, Teams and Power Point
Standing, walking, sitting, lifting, crawling, carrying, pushing, pulling, reaching, handling, fingering, feeling, talking, hearing, visual acuity, accommodation and color vision
Moving, carrying and lifting objects in excess of 50 pounds
Be able to step up into vehicles or onto equipment
Working extended hours and standing for extended periods of time
Working in indoor and outdoor environments in conditions of extreme heat and cold
Long hours of computer usage can create visual and mental stress
Daily fast pace, deadlines, and sheer volume of work can create stress
Position requires in office support.

Nice To Haves

Knowledge of NDE a plus
Knowledge of NetSuite a plus

Responsibilities

Manage organizational vehicle fleet, ensuring proper documentation, licensing, insurance, and maintenance records are up to date.
Oversee administration of fuel card and toll accounts, ensuring accurate tracking, reporting, and reconciliation.
Develop and maintain systems for monitoring fleet usage, fuel, costs, and compliance.
Serve as the primary point of contact for fleet-related vendors and service providers.
Provide regular reporting on fleet activity, expenses, fuel, and operational needs for leadership.
Input invoices relating to purchase into the payables system, verifying vendors, products, quantities and dollars charged between receiver and invoice.
Review and process employee expense reimbursements in accordance with company expense policy and proofing all supporting receipts.
Conduct necessary research to obtain invoice, approvals, receiver or other documentation in order to process vendor payments within specified terms.
Obtain approval and process payments for approved invoices
Assist with month-end close activities.
Serve as the primary point of contact for the President, managing calendars, scheduling meetings, and coordinating travel arrangements.
Prepare and edit correspondence, communications, presentations, and reports on behalf of the President.
Organize and maintain confidential files, records, and documents.
Support the President in managing priorities, ensuring timely follow-up on tasks, projects, and deadlines.
Coordinate board meetings and other executive-level gatherings, including logistics, agendas, and minutes.
Assist with special projects as assigned, providing research, analysis, and administrative coordination.
Cooperate with their employer for the purposes of protecting the health and safety of themselves as well as other workers either engaged or at the work site where the work is being carried out.
Follow Company Policies and procedures
Complete required paperwork and expense reports
Perform other job-related tasks as assigned by management