Administrative Assistant Sabine Surveyors is presently looking to hire an Administrative Assistant for our Houston office.
INSTRUCTIONS ON APPLYING: Head to https://obi1.humanic.com/apex/12c_prd/f?p=6040015:8100:::NO::P8100_POSCODE:173023 > Read Job Description > Scroll down and select "Apply for this position"
Essential Duties and Responsibilities:
This position is responsible for the following, other duties may be assigned as required:
1. Assisting Senior Management and Area Managers as necessary as directed by the Administrative Manager.
2. Performing a wide variety of administrative duties as required by daily operations.
3. Communicating with clients in a respectful and professional manner.
4. Coordinating office activities and schedules, as requested.
5. Coordinating survey and audit related document flow between branch offices, laboratories, and customers as necessary.
6. Reviewing, editing, and issuing survey and audit reports and documents as required by company policy; confirm calculations in draft survey spreadsheets; processing invoices through accounting and assuring same are issued for cases handled.
7. Filing survey and audit folders in a logical and timely manner, where applicable; update the status of the case in the database in line with current procedures.
8. Ensure hours worked are allocated in the system in a timely manner, and as required by Human Resources and Payroll.
9. Reviewing and distributing incoming mail and emails as assigned.
10. Coordinating the purchasing of office supplies, etc. and requesting Purchase Order numbers as required for purchasing replies.
11. Independently responding to emails, letters, and general correspondence of a routine nature.
12. Packaging and shipping mail, UPS, FedEx, etc. items as needed.
13. Ensuring employees follow Company policies and procedures as outlined in the Quality and Environmental Management Systems.
14. Maintaining a safe environment.
Required Education & Experience:
1. Associate’s Degree in Business Administration and/or equivalent work experience.
2. Strong knowledge of Microsoft Office, including Word, Excel, and Outlook.
3. Experience with PowerPoint, SharePoint, Microsoft Teams, and cloud storage helpful.
4. Experience in the marine industry an advantage.
5. Possess a strong knowledge of proper English usage, grammar, spelling, and punctuation.
Working Conditions:
1. Must possess mobility to work in a standard office setting, to use standard office equipment, including a computer, and to attend meetings at various sites away from the home office.
2. Strength to lift and carry materials weighing up to 20 pounds.
3. Vision to read printed materials and a computer screen.
4. Hearing and speech to communicate in person and over the telephone.
5. Regular work time indoors in environmentally controlled conditions, with some exposure to weather conditions, especially hot, humid, and/or rainy weather.
Necessary Equipment Operation:
Computers, copiers, scanners, printers, office telephones, fax machines.
Special Skills:
1. Commitment to company values, policies, and safety program.
2. Excellent communication skills with co-workers, subordinates, superiors, the general public, representatives of public and private organizations and others sufficient to exchange or convey information.
3. Exemplary customer satisfaction skills, both in person and over the telephone.
4. High performance and a strong team player.
5. Highly organized.
6. Ability to work independently and efficiently with minimal supervision on technical, specialized, complex, or difficult office administrative work.
7. Interpreting and implementing policies, procedures, and computer applications related to the assigned work.
It is the individual responsibility of every employee to maintain a current awareness and understanding of appropriate regulations, internal policies and procedures, and to comply fully with those regulations, policies and procedures.
The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. They are not intended to be construed as a comprehensive list of all responsibilities, duties, and skills required of assigned personnel.