Administrative Assistant

The Shaw Group; Houston (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

The Shaw Group in Houston seeks an Office/Administrative Assistant to support corporate office functions under minimal supervision. You will handle routine clerical tasks and follow written procedures to ensure smooth daily operations.

Responsibilities include preparing expense reports (excluding CEO), distributing travel card reports for Houston, entering contacts, scanning invoices to Accounts Payable, managing the Shaw Info inbox, breakroom, and coordinating service requests with Building

Qualifications

• Excellent organizational and clerical skills
• Excellent written and verbal communication skills
• Duties range from standardized to frequently routine
• Resolves routine questions and refers more complex ones

Responsibilities

• Expense reports (prepare, reconcile, submit) – except for CEO’s.
• Run monthly travel card report and distribute to travel card holders (Houston office only).
• Entering CEO contacts (new contacts, updating contacts, etc.) – also other executives and team members.
• Invoice scanning to Accounts Payable.
• Mail – open, distribute to appropriate individuals/groups.
• Manage the Shaw Info inbox - send to appropriate individual/group, etc.
• Manage the breakroom (coffee, cold drinks, stocking, ordering, cleaning, etc.).
• Running errands – FedEx, UPS, post office, office supply store, WalMart, getting lunch, etc.
• Maintain conference rooms.
• Assist with special projects and events.
• Point of contact for service requests for Building management (access badges, maintenance, etc.).
• Support Houston team as requested.
• Manage the Shaw Main Number (answer calls, direct callers to the appropriate person/group).

Skills

Organizational skills

Clerical skills

Written communication

Verbal communication

Job description

Provides assistance to the Corporate office functions and Office Manager. Works under direct-to-minimal supervision and follows standard procedures and written instructions to accomplish most task.

Responsibilities

• Expense reports (prepare, reconcile, submit) – except for CEO’s.
• Run monthly travel card report and distribute to travel card holders (Houston office only).
• Entering CEO contacts (new contacts, updating contacts, etc.) – also other executives and team members.
• Invoice scanning to Accounts Payable.
• Mail – open, distribute to appropriate individuals/groups.
• Manage the Shaw Info inbox - send to appropriate individual/group, etc.
• Manage the breakroom (coffee, cold drinks, stocking, ordering, cleaning, etc.).
• Running errands – FedEx, UPS, post office, office supply store, WalMart, getting lunch, etc.
• Maintain conference rooms.
• Assist with special projects and events.
• Point of contact for service requests for Building management (access badges, maintenance, etc.).
• Support Houston team as requested.
• Manage the Shaw Main Number (answer calls, direct callers to the appropriate person/group).

Education

• Typically has 1-4 years’ relevant experience.
• Excellent organizational and clerical skills.
• Excellent written and verbal communication skills.
• Duties and tasks range from standardized to frequently routine.
• Resolves most routine to moderately complex questions and refers the most complex to higher levels.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.