Administrative Assistant

Administrative Assistant – Cryogenic Equipment Service and Consulting

Job Overview
Safe Gas Systems is seeking a skilled and detail-oriented Administrative Assistant to join our team. This position is integral to ensuring efficient business operations, client satisfaction, and consistent support for our technical staff. As an Administrative Assistant, you will be responsible for managing office systems, coordinating scheduling and documentation, and handling customer and vendor communications for service and consulting projects involving cryogenic and gas systems. The ideal candidate thrives in a fast-paced, safety-focused environment and demonstrates initiative, reliability, and strong organizational skills.

Responsibilities
Our administrative assistants thrive in diverse and dynamic settings, taking on tasks that require precision, initiative, and a commitment to service excellence. Attention to detail and situational awareness are key attributes for this position.

• Coordinate scheduling of service calls, site visits, meetings, and travel for both technical and management teams.
• Answer and direct phone calls, emails, and customer inquiries, providing professional and timely assistance.
• Maintain and update company databases, client records, service logs, and equipment inventory, ensuring compliance and accuracy.
• Prepare and process quotes, service orders, reports, invoices, and other business documentation.
• Order office and field supplies, track inventory levels, and liaise with vendors and suppliers.
• Assist with the management of contracts, safety certifications, compliance paperwork, and document archiving.
• Support the technical and management teams with administrative tasks, data entry, and internal communication.
• Handle incoming and outgoing mail, packages, shipments, and logistics coordination.
• Greet and assist visitors, clients, and contractors at company locations.
• Organize and support safety meetings, training events, and regulatory audits.
• Maintain confidentiality and security of sensitive records and communications.

Qualifications

• Minimum one year of experience in office administration; experience in technical, industrial, or service environments preferred.
• High school diploma or equivalent required; higher education in office administration or business a plus.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); experience with scheduling and inventory management software preferred.
• Excellent written and verbal communication and interpersonal skills.
• Strong organizational, time management, and problem-solving abilities.
• Ability to multitask and prioritize effectively in a deadline-driven environment.
• Professional demeanor and a commitment to teamwork and customer service.
• Comfortable working independently and with diverse teams.

Attributes

• Dedication to maintaining safety and compliance in all operations.
• Initiative and reliability in performing daily tasks and supporting colleagues.
• Effective communication and collaboration across departments.
• Flexibility to adapt to evolving company needs, industry practices, and new technologies.

Physical Requirements

• Ability to lift and carry office or field supplies up to 25 pounds.
• Comfort with occasional visits to field sites, requiring appropriate protective gear.