Administrative Assistant

Peak Energy Solutions is seeking a highly organized and dependable Administrative Assistant to support daily office operations while assisting with accounts payable and accounts receivable functions. This role works closely with the Controller and management team to ensure invoices, vendor payments, and office operations run smoothly.

This position is an in-office role located in Seminole, TX.

Working Hours:
Monday – Friday 7:00 AM – 5:00 PM with a 1-hour lunch break

The ideal candidate must be dependable, detail-oriented, and capable of supporting a fast-paced oil and gas service company.

Key Responsibilities

• Answer and direct incoming phone calls and assist customers, vendors, and field personnel.
• Provide general administrative support for daily office operations.
• Process accounts payable, including reviewing vendor invoices, entering bills, verifying documentation, and coordinating payments.
• Manage accounts receivable, including preparing invoices, sending billing statements, tracking outstanding balances, and assisting with collections follow-ups.
• Generate and send invoices to customers and maintain accurate billing records.
• Monitor customer accounts for past-due balances and communicate with customers regarding payment status.
• Perform data entry and maintain accurate records in accounting and project management systems.
• Work within various platforms including:
  QuickBooks Online, OpenInvoice, OpenTicket, Coupa, SAP, and other customer billing portals.
• Prepare and organize customer billing packages and supporting documentation.
• Maintain organized digital and physical filing systems for invoices, contracts, job records, and company documents.
• Assist the Controller with accounting tasks and administrative support as needed.
• Maintain spreadsheets and assist with internal reporting using Microsoft Excel.
• Support communication between the office and field crews regarding job documentation and billing.
• Assist with marketing and advertising efforts, including helping manage company social media accounts, coordinating marketing content, and assisting with website updates or requests.

Professional Expectations

• Must be dependable, punctual, and maintain a professional attitude in the workplace.
• Ability to work in a fast-paced environment while managing multiple tasks.
• Strong attention to detail and commitment to accuracy.
• Ability to communicate effectively with office staff, field personnel, customers, and vendors.
• Maintain a professional business-casual appearance at all times while representing the company in the office environment. Clothing must be clean, presentable, and appropriate for a professional workplace. Items such as sweatpants, athletic wear, overly revealing clothing, or similar attire are not permitted.

Benefits

• Employer-paid health insurance
• Dental & Vision coverage
• 401(k) with employer match
• Paid vacation
• Opportunity to grow with a fast-growing company

• High school diploma or equivalent required.
• 1–2 years of experience in administrative support roles preferred.
• Experience with accounts payable and accounts receivable processes.
• Proficiency in Microsoft 365, including Excel, Word, Outlook, and PowerPoint.
• Experience with QuickBooks Online or similar accounting software preferred.
• Experience with OpenInvoice, OpenTicket, SAP, Coupa, or oil & gas billing systems is a plus.
• Strong organizational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.