Administrative Assistant

Si Environmental, LLC.; Rosenberg (TX); On-site; USD 42,000 - 55,000; Full time

Job summary

Si Environmental, LLC. is seeking a qualified administrative professional to support Maintenance and Operations, focusing on PO administration, invoice processing, data entry and reporting.

The role coordinates with vendors and internal departments to resolve discrepancies while maintaining accurate documentation. The ideal candidate will have strong MS Word/Excel skills, high data-entry accuracy, and excellent organizational and communication abilities to ensure timely, accurate processing of

Qualifications

• Must have strong Microsoft Word and Excel skills.
• Strong data entry skills with a high level of accuracy.
• Highly organized and detail oriented.
• Excellent verbal and written communication skills.

Responsibilities

• Review and process purchase order-related invoices for accuracy and completeness.
• Verify invoice pricing, quantities, PO information and receiving documentation.
• Match invoices to purchase orders and monitor PO status through completion.
• Identify and resolve discrepancies involving invoices, POs, pricing, quantities or receiving documentation.
• Communicate with vendors regarding invoicing requirements and status updates.
• Coordinate with Procurement, Maintenance, Operations and Finance to ensure timely processing.
• Perform data entry and maintain departmental records and reports.
• Assist with preparation of routine Maintenance and Operations reports.
• Provide general administrative support to Maintenance and Operations teams.

Skills

Data entry

Attention to detail

Verbal & written communication

Tools

Microsoft Excel

Microsoft Word

Job description

We are looking for a qualified, detail-oriented individual to provide administrative support to our Maintenance and Operations teams, with a primary focus on purchase order administration, invoice processing, data entry, and reporting.

Under limited supervision, this position will manage and process purchase order-related invoices, ensuring accuracy and alignment with approved purchase orders and receiving documentation. The role will also perform routine clerical and administrative functions that support the day-to-day activities of the Maintenance and Operations departments.

This position serves as an important point of coordination between vendors, Operations, Maintenance, and Finance, helping resolve invoice and purchase order discrepancies and ensuring documentation is complete and accurate while providing administrative support in other areas of Maintenance and Operations.

Key Responsibilities:

• Review and process purchase order-related invoices for accuracy and completeness.
• Verify invoice pricing, quantities, purchase order information, and supporting receiving documentation.
• Match invoices to the appropriate purchase orders and monitor PO status through completion.
• Identify and assist with resolving discrepancies involving invoices, purchase orders, pricing, quantities, or receiving documentation.
• Communicate with vendors regarding invoicing requirements, missing documentation, discrepancies, and status updates.
• Coordinate with Procurement, Maintenance, Operations, and Finance to ensure timely and accurate invoice processing.
• Support purchase order administration and maintain organized and accurate supporting documentation.
• Perform data entry and maintain departmental records, spreadsheets, and reports.
• Assist with the preparation and completion of routine Maintenance and Operations reports.
• Provide general administrative and clerical support to the Maintenance and Operations teams.
• Assist with other departmental administrative responsibilities based on business needs.

Ideal Candidate

The ideal candidate for this position will:

• Have strong Microsoft Word and Excel skills and be comfortable working with data and spreadsheets.
• Possess strong data entry skills with a high level of accuracy.
• Be highly organized and detail oriented.
• Have strong verbal and written communication skills.
• Be comfortable communicating with vendors and internal departments to resolve discrepancies.
• Be able to manage multiple priorities and follow tasks through to completion.
• Have experience working with purchase orders, invoices, accounts payable, procurement, or similar administrative processes.
• Have prior utility, maintenance, construction, or related industry knowledge or experience, which is a plus.