Site Administrative Assistant

ChampionX • Freeport, TX

10d • Onsite

About The Position

The Site Administrative Assistant provides comprehensive administrative, procurement, facilities, training, environmental, and employee support for the manufacturing site in Freeport, Texas. The role coordinates office operations, vendor management, compliance documentation, employee services, site communications, and business continuity activities, partnering with site leadership and operations, HSE, finance, HR, and engineering teams to support daily operations and operational excellence.

The position supports office and facility administration, employee records and site access, procurement and financial processes, training and compliance documentation, environmental and safety records, employee engagement, communications, mail and logistics, and emergency preparedness. It also serves as a primary point of contact for visitors and assists employees, contractors, vendors, managers, and site leaders with administrative and site-related needs. Work takes place in a manufacturing site environment and may involve movement through office, manufacturing, warehouse, and outdoor plant areas, as well as local travel for business activities.

Employment will begin with ChampionX and transition to SLB as part of the planned integration. Pre-employment requirements must be passed as applicable.

Requirements

• High school diploma or GED.
• At least 3 years of administrative, office management, procurement, facilities coordination, or operations support experience.
• Experience with purchasing, invoice processing, vendor management, and expense reporting.
• Experience maintaining records, databases, and compliance documentation.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience using enterprise procurement, accounting, or ERP systems such as GEP, SAP, Oracle, or equivalent platforms.
• Experience with electronic recordkeeping and training management systems.
• Ability to generate reports, maintain databases, and perform accurate data entry.
• Strong organizational and time-management skills, including the ability to manage competing priorities and multiple projects and deadlines.
• Excellent verbal and written communication skills.
• Strong customer service and interpersonal skills.
• Ability to work independently and collaborate with cross-functional teams.
• Attention to detail and accuracy; ability to maintain confidential and sensitive information.
• Strong problem-solving, planning, and decision-making skills.
• Ability to move throughout office, manufacturing, warehouse, and outdoor plant environments.
• Ability to occasionally lift and carry items weighing up to 25 pounds.
• Ability to perform routine filing, stocking, inventory, and administrative support activities.
• Ability to travel locally for postal, shipping, vendor, or business-related activities as required.
• Must pass applicable pre-employment requirements.

Nice To Haves

• Associate degree in Business Administration, Office Management, Accounting, Human Resources, or a related discipline.
• Experience supporting multiple functions in a manufacturing, industrial, chemical, energy, or oilfield services environment.
• Experience coordinating employee training, meetings, events, or similar administrative programs.
• Experience supporting manufacturing, chemical processing, energy, or oilfield services operations.
• Experience with environmental reporting, regulatory compliance documentation, training coordination, or safety program administration.
• Working knowledge of environmental, health, safety, or regulatory recordkeeping processes.
• Knowledge of procurement, budget tracking, purchase order management, and invoice processing.
• Experience coordinating employee recognition programs, site communications, and employee engagement activities.

Responsibilities

• Manage office supply inventory, including ordering, stocking, and maintaining supply cabinets.
• Coordinate site multifunction printer and copier consumables, service, repairs, and related invoices.
• Procure and maintain janitorial supplies and provide general oversight of onsite janitorial services.
• Maintain a professional, organized, and functional administrative and engineering office environment; respond to office and facility support needs.
• Create employee badges and site access documentation, and maintain personnel lists for additions, transfers, and terminations.
• Coordinate and track employee safety footwear and prescription safety eyewear vouchers.
• Maintain hurricane re-entry authorization letters and employee updates for emergency response plans.
• Create purchase orders, process invoices, establish and maintain vendor records, and make approved purchases through contracted supplier catalogs and procurement channels.
• Reconcile and submit monthly corporate card expense reports and prepare monthly accrual information for site finance leadership.
• Support budget tracking, procurement compliance, accurate financial documentation, and approval processes.
• Maintain employee profiles and training records in company training management systems; coordinate training schedules and communicate requirements.
• Maintain certifications, training completion records, training files, and supporting compliance documentation in accordance with company and regulatory requirements.
• Maintain site waste management records and enter disposal and manifest information in a timely manner.
• Compile and generate the site's Annual Waste Summary report, maintain monthly permit tracking records, and file required documentation.
• Coordinate annual scale calibration certifications and support environmental, health, safety, and regulatory recordkeeping.
• Coordinate meal services for training sessions, meetings, site events, and employee celebrations.
• Assist with annual site event planning and logistics, monthly birthday recognition, employee engagement initiatives, and employee appreciation activities.
• Coordinate approved site advertising and public notices; process charitable contribution and donation requests for leadership and finance approval.
• Assist with preparing and distributing site-wide communications and administrative updates and support community outreach activities.
• Manage incoming and outgoing mail and shipping, coordinate postal and courier services, and support special logistics requests.
• Manage seasonal activation and deactivation of emergency communication systems, including satellite communication services; maintain emergency preparedness records and support emergency response and hurricane readiness.
• Serve as a welcoming primary point of contact for visitors and guests and assist employees, contractors, vendors, and managers with administrative requests.
• Support site managers and department leaders with special projects and administrative activities.
• Maintain confidentiality when handling sensitive employee or business information.
• Perform other duties and responsibilities as assigned.

Benefits

• Comprehensive benefits package including medical, dental, vision, and 401(k) with company matching.
• Career growth and continuous development opportunities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED