Admin Assistant III
Acuren, Longview, TX, United States
Acuren is currently seeking an Administrative Assistant to support our operation in Longview, TX. This is a 100% onsite role.
Administrative Assistant Level III positions involve significantly complex and/or supervisory program support work. Jobs at this level perform administrative work that has a high degree of autonomy/responsibility for ensuring that support activities meet the needs of the company. These jobs are typically responsible for developing and establishing work methods in their area of expertise and the work requires a sound knowledge of the practices and procedures of their program area. Supervision of subordinate staff in the area is often a responsibility of these jobs.
Responsibilities
Oversee the scheduling of meetings, receiving and processing of mail and faxes to ensure items go to the correct party.
Prepare, proofread and edit correspondence (forms, letters, spreadsheets, presentations, etc.).
Provide information and interpretation of administrative processes and procedures such as travel and expenses, pay and benefits, training, etc. to support staff.
Coordinate purchase of office supplies, courier services, office equipment repair and maintenance, telephone issues and facility related needs.
Coordinate all facility management issues (building access, electrical and mechanical, office renovations, furniture moves, etc.).
Implement effective office practices and processes and ensure ongoing effectiveness of same.
Schedule, track and upload training documentation.
Ensure accurate data input into various program specific databases (e.g.: onboarding, training, etc.).
Prepare and remit monthly metrics reports, accruals for accounts payable, invoicing, etc.
Prepare and review accounting and productivity reports.
Respond to customer and employee inquiries related to claims, invoices, purchase orders and office maintenance and processes.
Analyze DTR information for accuracy prior to generating invoices.
Receive and ensure legal review of purchase orders and/or work order acknowledgements, and ensure sign off by client.
Assist Finance Administrators with AR Collection issues and/or processing of requisitions and AP invoices.
Enter and review weekly time reports and expenses into system.
Plan, assign and evaluate work.
Provide training to support staff as needed to ensure work is completed.
Set performance goals, complete progress reviews and annual appraisals for each employee supervised.
Ensure that administrative and support services are provided to the program area as required.
Other work duties as assigned.
Requirements
Extensive knowledge of the program specialty area and in-depth knowledge of related practices and standards.
Sound working knowledge of the overall business of the company and the impact of the program specialty on supporting business objectives.
In depth working knowledge of company software applications and related office systems (e.g.: Microsoft Office, SQL, Concur, MAS500, CMD, Quickbase, E-Requester, etc.).
Thorough understanding of collective agreement terms and conditions.
Highly developed interpersonal and communication skills.
Well‑developed problem‑solving skills to solve a range of common and unusual work problems which may require the development of innovative and creative solutions.
Ability to organize, prioritize and coordinate multiple assignments/tasks within a team in a timely and effective manner.
Consistently demonstrates understanding of, and compliance with, responsibilities under the provincial Occupational Health and Safety Acts and Regulations, and Acuren Safety and Quality Management Systems, policies and procedures.
A post‑secondary diploma with 3–5 years of related experience.
Benefits
Competitive Salary.
Medical, dental, and supplemental insurance.
401K Plan.
Paid Holidays.
Paid Time Off.
Working Conditions
Office environment with limited physical effort, continuous mental effort, and frequent complex requests for assistance.
Travel may be required.
Physical Job Requirements & Demands
Sitting for extended periods of time.
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Administrative Assistant Level III positions involve significantly complex and/or supervisory program support work. Jobs at this level perform administrative work that has a high degree of autonomy/responsibility for ensuring that support activities meet the needs of the company. These jobs are typically responsible for developing and establishing work methods in their area of expertise and the work requires a sound knowledge of the practices and procedures of their program area. Supervision of subordinate staff in the area is often a responsibility of these jobs.
Responsibilities
Oversee the scheduling of meetings, receiving and processing of mail and faxes to ensure items go to the correct party.
Prepare, proofread and edit correspondence (forms, letters, spreadsheets, presentations, etc.).
Provide information and interpretation of administrative processes and procedures such as travel and expenses, pay and benefits, training, etc. to support staff.
Coordinate purchase of office supplies, courier services, office equipment repair and maintenance, telephone issues and facility related needs.
Coordinate all facility management issues (building access, electrical and mechanical, office renovations, furniture moves, etc.).
Implement effective office practices and processes and ensure ongoing effectiveness of same.
Schedule, track and upload training documentation.
Ensure accurate data input into various program specific databases (e.g.: onboarding, training, etc.).
Prepare and remit monthly metrics reports, accruals for accounts payable, invoicing, etc.
Prepare and review accounting and productivity reports.
Respond to customer and employee inquiries related to claims, invoices, purchase orders and office maintenance and processes.
Analyze DTR information for accuracy prior to generating invoices.
Receive and ensure legal review of purchase orders and/or work order acknowledgements, and ensure sign off by client.
Assist Finance Administrators with AR Collection issues and/or processing of requisitions and AP invoices.
Enter and review weekly time reports and expenses into system.
Plan, assign and evaluate work.
Provide training to support staff as needed to ensure work is completed.
Set performance goals, complete progress reviews and annual appraisals for each employee supervised.
Ensure that administrative and support services are provided to the program area as required.
Other work duties as assigned.
Requirements
Extensive knowledge of the program specialty area and in-depth knowledge of related practices and standards.
Sound working knowledge of the overall business of the company and the impact of the program specialty on supporting business objectives.
In depth working knowledge of company software applications and related office systems (e.g.: Microsoft Office, SQL, Concur, MAS500, CMD, Quickbase, E-Requester, etc.).
Thorough understanding of collective agreement terms and conditions.
Highly developed interpersonal and communication skills.
Well‑developed problem‑solving skills to solve a range of common and unusual work problems which may require the development of innovative and creative solutions.
Ability to organize, prioritize and coordinate multiple assignments/tasks within a team in a timely and effective manner.
Consistently demonstrates understanding of, and compliance with, responsibilities under the provincial Occupational Health and Safety Acts and Regulations, and Acuren Safety and Quality Management Systems, policies and procedures.
A post‑secondary diploma with 3–5 years of related experience.
Benefits
Competitive Salary.
Medical, dental, and supplemental insurance.
401K Plan.
Paid Holidays.
Paid Time Off.
Working Conditions
Office environment with limited physical effort, continuous mental effort, and frequent complex requests for assistance.
Travel may be required.
Physical Job Requirements & Demands
Sitting for extended periods of time.
#J-18808-Ljbffr