Process Safety & Risk Management Administrative Assistant

About Us

ioMosaic is a leading provider of process safety and risk management services, helping clients identify, assess, and mitigate hazards in their operations. We are seeking a highly organized and detail-oriented Administrative Assistant to join our growing team.

Responsibilities

Receptionist Duties:

Manage the receptionist services schedule, including a busy multi-line phone system.

Greet and assist visitors in a professional and courteous manner.

Manage teleconference, and video conference meetings, ensuring smooth operation and participant needs are met.

Provide Comprehensive Support:

Assist team with clerical questions, research, and delegate tasks appropriately.

Create, edit, and format various documents, including presentations, reports, proposals, memos, spreadsheets, letters, training manuals, and marketing materials, ensuring accuracy and adherence to company style guides.

Manage and maintain company calendars for team in MS Outlook, including scheduling appointments, meetings, and travel arrangements, adhering to company policies and travel regulations.

Administration and Management:

Manage and approve office expenses, ensuring proper budgeting and record-keeping.

Troubleshoot and resolve minor office equipment malfunctions and respond promptly to employee requests and issues.

Coordinate with other departments to ensure compliance with established company policies and Quality Management System (QMS).

Manage the knowledge, time, and expense management system (ISO 9001), including:

Document Control Management

Time, Project, and Expense Management

Assist sales team and project team by gathering information for Proposals, Qualifications (PQFs), and Requests for Quotations (RFQs).

Maintain positive working relationships with suppliers, customers, and colleagues.

Process incoming purchase orders and signed agreements.

Teamwork and Support:

Collaborate with team to provide exceptional support.

Participate in team activities and contribute to a positive and productive work environment.

Quality and Improvement:

Participate in testing new systems and report any bugs encountered.

Set and maintain high standards for office organization and general clerical duties.

Skills and Experience

Minimum of 2 years of experience as an Administrative Assistant or similar role.

Proven experience managing a busy multi-line phone system and receptionist duties.

Strong understanding of office procedures and administrative best practices.

Excellent communication, interpersonal, and organizational skills.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and knowledge of document management systems.

Ability to prioritize tasks, manage multiple deadlines, and work independently with minimal supervision.

A basic understanding of process safety and risk management principles is a plus.

Experience with accounting and benefits administration is a plus.

Benefits

We offer a competitive salary and benefits package, including health insurance, dental insurance, vision insurance, and paid time off.

To Apply

Please submit your resume and cover letter to careers@ioMosaic.com

Additional Information

This is a full-time (in office) position located in Salem, NH, Minneapolis, MN or Houston, TX.

We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.