Administrative Assistant I - Project and Billing Support

VetJobs; Houston (TX); Vor Ort; USD 38.000 - 56.000; Vollzeit

Zusammenfassung

UES seeks an Administrative Assistant I to support a fast-paced Houston office. You will help manage project setup, reporting, invoicing, and monthly billing as the team transitions to Vantagepoint.

The role requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. Ideal candidates will have 0–2 years of admin experience, proficiency with Microsoft Office, and the ability to work independently in a collaborative environment.

Qualifikationen

• High school diploma or equivalent required, Associate’s degree or additional relevant coursework preferred.
• 0-2 years of administrative or office support experience (internship or volunteer experience a plus).
• Working knowledge of Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and office management tools.
• Strong organizational, time management, and problem-solving skills.
• Strong attention to detail and ability to handle confidential information with discretion.
• Effective verbal and written communication skills to interact with team members and stakeholders.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to adapt to a changing work environment and foster and maintain good relationships at all levels.

Aufgaben

• Learn and become proficient in Vantagepoint, supporting project and administrative workflows as our team transitions to the new system.
• Set up new projects and ensure project information and documentation are entered accurately and completely.
• Prepare, format, proofread, and finalize technical reports, identifying and correcting errors before reports are issued.
• Track daily activity sheets associated with active projects and ensure required information is complete and accounted for.
• Support month end billing and invoicing, including gathering and organizing the documentation needed to keep billing on schedule.
• Upload invoices, waivers, and other required documentation into customer and vendor portals while monitoring for accuracy and completion.
• Maintain organized and accurate project records while managing multiple deadlines and competing priorities.
• Work closely with project managers, field personnel, and administrative team members to obtain missing information and resolve documentation or billing discrepancies.
• Assist with front desk coverage as needed, including greeting visitors, answering calls, and helping direct internal and external inquiries.
• Help identify missing information, inconsistencies, or potential issues before they create delays in reporting, project administration, or billing.
• Take ownership of assigned tasks and follow them through to completion with minimal supervision.
• Prioritize time sensitive requests while maintaining accuracy in a fast paced environment with a high volume of active projects.
• Communicate professionally with internal teams, clients, vendors, and other business partners as needed.

Kenntnisse

Organizational skills

Time management

Problem solving

Attention to detail

Confidential information handling

Verbal communication

Written communication

Independent work

Team collaboration

Adaptability

Ausbildung

High School/GED

Associate’s degree or coursework preferred

Tools

Microsoft Office Suite

Office management tools

Jobbeschreibung

UES seeks an Administrative Assistant I to support a fast-paced Houston office. You will help manage project setup, reporting, invoicing, and monthly billing as the team transitions to Vantagepoint.

The role requires strong organizational skills, attention to detail, and the ability to handle confidential information with discretion. Ideal candidates will have 0–2 years of admin experience, proficiency with Microsoft Office, and the ability to work independently in a collaborative environment.