Administrative Assistant

Acuren Inspection, Inc.; Magnolia (TX); Presencial; USD 36.000 - 48.000; Tempo integral

Benefícios oferecidos por esta vaga

Competitive Salary

Medical, dental, and supplemental保险

401K Plan

Paid Holidays Paid Time Off

Employee Assistance Program

Company paid Life & AD&D

Employee stock purchase plan

Resumo da vaga

Acuren is seeking an Administrative Assistant to support office processing, records keeping, payroll time entry and review, and basic accounting tasks. The role covers three offices (Tulsa, Leander, and Magnolia) and is an on-site, full-time position.

You will handle scheduling, correspondence preparation, data entry, and inquiries related to claims, invoices, and office maintenance, while assisting Finance with AR and AP as needed.

Qualificações

• Secondary school diploma with a minimum of three years of related administrative experience.
• Related post-secondary training would be considered as asset.

Responsabilidades

• Administrative and program support to the office and/or program area.
• Overseeing the scheduling of meetings, receiving and processing of mail and faxes to ensure items go to the correct party.
• Preparing, proofreading and editing correspondence (forms, letters, spreadsheets, presentations, etc.).
• Providing information and interpretation of administrative processes and procedures such as travel and expenses, pay and benefits, training, etc. to support staff.
• Coordinating purchase of office supplies, courier services, office equipment repair and maintenance, telephone issues and facility related needs.
• Coordinating all facility management issues (building access, electrical and mechanical, office renovations, furniture moves, etc.).
• Assist with implementing effective office practices and processes and ensuring ongoing effectiveness of same.
• Scheduling, tracking and uploading training documentation
• Ensuring accurate data input into various program specific databases (e.g.: onboarding, training, etc.).
• Responding to customer and employee enquiries related to claims, invoices, purchase orders and office maintenance and processes.
• Analyzing DTR information for accuracy prior to generating invoices;
• Receiving and ensuring legal review of purchase orders and/or work order acknowledgements, and ensuring sign off by client;
• Assisting Finance Administrators with AR Collection issues and/or processing of requisitions and AP invoices;
• Entering and reviewing weekly time reports and expenses into system.

Conhecimentos

Interpersonal skills

Problem solving

Organization & prioritization

Formação

Secondary school diploma

Related post-secondary training

Ferramentas

Microsoft Office

SQL

Concur

MAS500

CMD

Quickbase

E-Requester

Descrição da vaga

Position Summary

Acuren is currently hiring an Administrative Assistant. In this role you will be responsible for routine duties and supporting office processing, records keeping, payroll time entry and review, meeting and travel arrangements, completing purchase orders, invoicing, and conducting miscellaneous accounting functions.

Role Details:
Full time position, Monday-Friday

On site/ In office position

You will be a shared resource between 3 offices (Tulsa, Leander, and Magnolia locations)

Responsibilities

Administrative and program support to the office and/or program area

• Overseeing the scheduling of meetings, receiving and processing of mail and faxes to ensure items go to the correct party,
• Preparing, proofreading and editing correspondence (forms, letters, spreadsheets, presentations, etc.).
• Providing information and interpretation of administrative processes and procedures such as travel and expenses, pay and benefits, training, etc. to support staff.
• Coordinating purchase of office supplies, courier services, office equipment repair and maintenance, telephone issues and facility related needs.
• Coordinating all facility management issues (building access, electrical and mechanical, office renovations, furniture moves, etc.

Providing and coordinating support to program areas that may include:

• Assist with implementing effective office practices and processes and ensuring ongoing effectiveness of same.
• Scheduling, tracking and uploading training documentation
• Ensuring accurate data input into various program specific databases (e.g.: onboarding, training, etc.).
• Responding to customer and employee enquiries related to claims, invoices, purchase orders and office maintenance and processes.

Accounting Support

• Analyzing DTR information for accuracy prior to generating invoices;
• Receiving and ensuring legal review of purchase orders and/or work order acknowledgements, and ensuring sign off by client;
• Assisting Finance Administrators with AR Collection issues and/or processing of requisitions and AP invoices;
• Entering and reviewing weekly time reports and expenses into system.

Requirements

KNOWLEDGE, SKILLS & ABILITIES:

The position requires sound knowledge and understanding in the following areas:

• Sound working knowledge of the overall business of the company and the impact of the program specialty on supporting those 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

The position requires the following skills and abilities:

• 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

EDUCATION:

• This position requires a secondary school diploma with a minimum of three (3) years of related administrative experience.
• Related post-secondary training would be considered as asset.

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

Company Overview and Benefits

Acuren is a trusted, single source provider of technology-enabled asset protection solutions used to evaluate the structural integrity of critical energy, industrial and public infrastructures. Committed to delivering a Higher Level of Reliability, Acuren provides an unrivaled spectrum of capabilities including inspection, traditional and advanced NDE/NDT, failure analysis, rope access, materials engineering, field engineering, reliability engineering, drones, robotics, V-Deck and condition-based monitoring services.

Our work is critical to the integrity and safety of industrial firms, including petroleum refinery, pipeline, power generation, pulp & paper, mining, pharmaceutical, aerospace and automotive industries. Acuren employs over 4,000 dedicated professionals supporting the mechanical integrity and inspection programs of the world’s largest industrial segments.

Acuren is a market leader. Our formula for success is straightforward: be capable locally, with certified and well-equipped personnel supported by trained, experienced leaders. Continuing to build on a strong heritage of safety, quality and professionalism, Acuren strives to maintain incident free work environments, pursues advanced technical developments, and supports reliability programs that are valued by clients and employees.

Benefits

• Competitive Salary
• Medical, dental, and supplemental insurance
• 401K Plan
• Paid HolidaysPaid Time Off
• Employee Assistance Program
• Company paid Life & AD&D
• Employee stock purchase plan