Administrative Assistant

Stallion Infrastructure Services, Ltd.; Dallas (TX); On-site; USD 44,000 - 52,000; Full time

Job summary

Stallion Infrastructure Services, Ltd. in Dallas, TX seeks an Administrative Assistant to support office operations, coordinate billing, scheduling, and correspondence while communicating with diverse stakeholders.

The role requires strong MS Office skills, discretion, and the ability to prioritize tasks in a fast-paced environment; a high school diploma and two years experience preferred. The position offers growth opportunities within a dynamic team.

Qualifications

• Strong interpersonal and customer-service orientated approach.
• Proficient in MS Office applications (Outlook, Excel, SharePoint, Word).
• Ability to communicate clearly and maintain discretion across levels of the organization.
• Excellent organizational and multi-tasking abilities.

Responsibilities

• Process invoices/billing at local operational locations.
• Create/Issue, code track POs and match to vendor invoices.
• Resolve and troubleshoot invoice disputes.
• Ensure compliance with customer billing requirements and company credit policies.
• Data inputs, updates, and tracking for weekly meetings.
• Assist in local inventory and asset tracking and controls.
• Create and submit AFE’s for local office.
• Organize and schedule appointments.
• Create and distribute email, correspondence, faxes and forms.
• Assist in the preparation of reports.
• Maintain electronic records according to retention schedule.
• Order supplies and research new deals and suppliers.
• Reconcile and submit expense reports.
• Provide general support to visitors and act as point of contact.

Skills

Interpersonal skills

Customer-service orientation

Written communication

Multi-tasking

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Excel

SharePoint

Word

Oracle Cloud

Job description

The Administrative Assistant assists with all aspects of general office administration and coordination activities.. In this role you will communicate with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload, recommends changes in office practices or procedures.

Role Priorities / Responsibilities

• Process invoices/billing at local operational locations.
• Create/Issue, code track POs (Purchase Orders) and match to vendor invoice
• Resolve and troubleshoot invoice disputes
• Ensure compliance with customer billing requirements.
• Ensure compliance with company credit policies and procedures.
• Data inputs, updates, and tracking for weekly meetings
• Assist in local inventory and asset tracking and controls
• Create and submit AFE’s (Authorization for Expenditure) for local office
• Organize and schedule appointments
• Create and distribute email, correspondence, faxes and forms
• Assist in the preparation of reports
• Develop and maintain electronic records according to records retention schedule
• Order supplies for department and research new deals and suppliers for department
• Reconcile and submit expense reports
• Provide general support to visitors
• Act as the point of contact of internal and external clients
• Provide back-up support as needed for other Administrative positions
• Contribute to team effort by accomplishing related results as needed

Essential Knowledge, Skills, And Abilities

• Must possess and demonstrate strong interpersonal skills and can effectively manage a diversity of individuals.
• Possesses strong customer-service orientation with customers and employees.
• Proficient in Microsoft Applications: Outlook, Excel, SharePoint and Word.
• Oracle Cloud experience is a plus.
• Able to maintain a high level of discretion and confidentiality.
• Able to communicate effectively with all levels of the organization.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to multi-task

Education Or Certification Required (if Applicable)

• High school diploma or equivalent
• Two years of relevant administrative or industry experience or equivalent
• Stallion enforces a drug free workforce.