OFFICE MANAGER (5488)

Aegis Chemical Solutions•Arcadia, LA

12d•Onsite

About The Position

The Office Manager supports Company operations by maintaining office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment.

Requirements

Strong attention to detail, highly organized, and deadline-driven
Ability to analyze, research, and reconcile discrepancies
Ability to maintain a high degree of confidentiality with exposure to sensitive matters
Ability to travel periodically and available for extended hours as business dictates with the ability to travel by means designated by Company (Air, Auto, Train, Boat, etc.)
Capable of making decisions autonomously in regards to office/facilities management and staff inquiries
Excellent communication skills, both oral and written
Above-average proficiency with all Microsoft Office applications (particularly Excel), Navision, Wennsoft and other applications as required
Ability to interact effectively with all levels of employees
Exceptional problem-solving skills
Must be a team player and have a go-getter attitude
Needs little direction to complete tasks; can dictate degree of direction needed to complete tasks
Must be able to work established office operational hours as designated by Company
Minimum 1 year experience in a fast-paced, corporate office environment

Nice To Haves

Associates or Bachelor’s Degree in Business Management preferred
Oilfield servicing or chemical production industry experience a huge plus

Responsibilities

Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image
Supervises and coordinates overall activities for office administration
Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities
Purchases office supplies, furniture, equipment, etc. for regional office in accordance with Company purchasing policies and budgeting restrictions
Supervises maintenance of office equipment
Enters accounts payable and matches purchase order numbers to AP
Assigns PO numbers
Daily updating and review of Wennsoft field ticketing software for E. Texas
Tracking and recordkeeping of treat sheets until Wennsoft field ticketing software is fully implemented
Responsible for facilities day-to-day operations
Participates as needed in special department projects
Greets and assists external visitors and guests upon entry to facility
Responsible for answering Company’s main line and directing all calls during established office hours
Manages and routes incoming & outgoing correspondence; drafts letters and documents; collects and analyzes information; initiates telecommunications
Coordinates meetings and conferences for internal operations
Opens, sorts, and distributes incoming correspondence to the appropriate staff
Prepares and receives shipments
Daily managing, processing, handling, and data entry of documents, files, forms, and requests
Prepares reports and handles information requests
Assists Corporate Human Resources and DOT in document management and processing of all regional new hires and other necessary correspondence
File and retrieve documents, records, and reports
Retrieve sensitive information with the highest degree of confidentiality and protect it as such if required
Prepare responses to correspondence containing routine inquiries
Maintains office supply inventory by checking stock to determine inventory level, as well as placing supply orders
Follow-up with tasks from assigned managers
Serves as a liaison with other departments, districts, vendors, and customers
Other duties as assigned.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.