Administrative Assistant

TotalEnergies; Houston (TX); On-site; USD 42,000 - 64,000; Full time

Job summary

TotalEnergies recherche un(e) Assistant(e) Administratif(ve) pour assurer le soutien administratif et opérationnel du groupe Power US à Houston. Vous coordonnez les activités du bureau, l onboarding/offboarding, et la gestion des fournisseurs via MBC et SAP.

Le poste implique aussi la préparation de rapports, la planification d'événements et le support aux équipes Finance et Procurement. Expérience significative requise et capacité à travailler sur plusieurs tâches simultanément.

Qualifications

• 5+ années d'expérience progressive en soutien exécutif, administration de bureau ou opérations commerciales.
• Capacité d'adaptation à des priorités fréquentes et respect strict des délais.
• Compétences techniques solides et maîtrise de SAP, MBC, Concur, Excel et systèmes d'entreprise similaires.
• Expérience dans la création de Bons de commande et la gestion de données fournisseurs dans SAP/MBC ou systèmes ERP similaires.
• Expérience recherche de factures, résolution de écarts et coordination avec les comptes fournisseurs.
• Bonne compréhension des flux achats et facturation.
• Excellente attention au détail et précision des données.
• Aptitudes organisationnelles, coordination de projets et gestion des relations fournisseurs.

Responsibilities

• Gérer les opérations quotidiennes du bureau et les services administratifs pour Houston.
• Planifier et coordonner les réunions, événements et activités d'entreprise.
• Assurer le soutien administratif au CODIR basé à Houston.
• Maintenir la confidentialité des informations sensibles.
• Gérer les achats et le budget en coordination avec les équipes Finance et Achat.

Skills

Gestion de projets

Gestion des fournisseurs

Multitâche

Communication

Tools

SAP

MBC

Concur

Microsoft Excel

Job description

Contexte et environnement

The Administrative Assistant provides comprehensive administrative, office management, and operational support for the integrated Power US Business Unit of GRP. This role is responsible for ensuring efficient day-to-day business operations, coordinating employee onboarding and offboarding, managing office facilities and vendor relationships, supporting corporate events, and overseeing administrative services. The position also plays a key role in procurement and financial administration by creating and managing vendors and Purchase Orders through Microsoft Business Central (MBC), researching and reconciling invoice data, resolving payment-related issues, and supporting budget tracking and reporting. The Administrative Assistant provides high-level administrative, executive, and operational support to leadership while coordinating with employees, vendors, and service providers to ensure the efficient execution of business activities and compliance with TotalEnergies policies, HSE requirements, and ethical standards.

About TotalEnergies

TotalEnergies is a major energy company, which produces and markets fuels, natural gas and low-carbon electricity. Over 100,000 employees are committed to better energy that is safer, more affordable, cleaner and accessible to as many people as possible. Active in more than 120 countries, TotalEnergies ambition is to achieve carbon neutrality by 2050 or sooner. The US Government is engineering a major transformation of the US economy with ambitious goals to cut GHG emissions in half by 2030 and reach net-zero emissions by 2050.

Key Responsibilities

• Houston Office Operations & Facilities Management
• Oversee daily office operations and administrative services on 13th floor.
• Coordinate office space planning, seating assignments, and workspace optimization.
• Ensure office facilities are maintained in a safe, clean, and professional condition.
• Coordinate maintenance requests and office service providers with General Services.
• Support business continuity and workplace experience initiatives.

Administrative & Office Management

• Provide as-needed administrative support to Houston based CODIR members.
• Establish and improve administrative processes and procedures.
• Coordinate meetings, events, and corporate activities.
• Support and provide back up to office admins in Austin and Berkley as needed.
• Maintain confidentiality of sensitive employee and business information.
• Manage the P-card and BTA Amex cards to ensure payment on time and appropriate record keeping and approval

Employee Support

• Coordinate onboarding and offboarding activities in partnership with HR, IT, Security, and Facilities.
• Manage employee access requests, parking, building access, office services, and related administrative tools.
• Support employee travel booking and expense administration when needed
• Assist with system access and profile management activities

Vehicle Fleet Support

• Provide first line support to field teams in managing the vehicle fleet
• Work with General Services to ensure accuracy of fleet billings
• Manage vehicle ordering processes and ensure coordination on new vehicle deliveries

Event & Corporate Support

• Lead planning and execution of employee meetings, town halls, recognition events, and corporate functions.
• Support executive visits and external stakeholder meetings.
• Coordinate logistics for training sessions and team activities.

Operational & Financial Support

• Support implementation and continuous improvement of administrative systems and tools.
• Prepare reports, presentations, and correspondence for management.
• Create and maintain vendors within MBC.
• Create and manage Purchase Orders.
• Research invoice data and resolve invoice and payment discrepancies.
• Assist with budget tracking, reporting, and cost monitoring.
• Coordinate with Finance, Procurement, and Accounts Payable teams to support operational efficiency.

Education/Qualifications

• 5+ years progressively responsible experience in executive support, office administration, or business operations.
• Ability to adapt to frequent changes in priorities, to manage multiple diverse tasks, to maintain accuracy and to meet tight
• deadlines.
• Strong technical skills and proficiency in SAP, MBC, Concur, Microsoft Excel, and related business systems.
• Flexibility to adjust plans, work style, and methods as needed.
• Experience in creating Purchase Orders and managing vendor data within SAP, MBC, or similar ERP/procurement systems preferred.
• Experience researching invoices, resolving payment discrepancies, and coordinating with Accounts Payable.
• Strong understanding of procurement and invoice workflows.
• High attention to detail and data accuracy.
• Ability to analyze invoice and purchase order data and identify discrepancies.
• Strong organizational, project coordination, vendor relationship management skills, and multitasking abilities.

Informations supplémentaires

TotalEnergies valorise la diversité, promeut le développement individuel et offre des opportunités d'emploi égales à tous les candidats.