Administrative Assistant

stallioninfrastructureservices; Dallas (TX); On-site; USD 36,000 - 42,000; Full time

Job summary

Stallion Infrastructure Services in Dallas, Texas seeks an Administrative Assistant to handle diverse office tasks and coordinate activities. You will communicate with external callers and internal stakeholders, plan and organize workloads, and recommend improvements to office practices.

The role requires strong interpersonal skills, customer service orientation, and proficiency in Microsoft Office. Oracle Cloud experience is a plus, with a focus on discretion and confidentiality.

Qualifications

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

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

Skills

Interpersonal skills

Customer service

Microsoft Outlook

Excel

SharePoint

Word

Oracle Cloud

Confidentiality

Communication

Education

High school diploma

2 years relevant admin experience

Tools

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.