Administrative Assistant - Part Time

Vertex Energy Inc; Houston (TX); On-site; USD 19,286 - 31,684; Part time

Job summary

Vertex Energy Inc. is seeking a part-time Administrative Assistant to join the Customer Service team. You will support Operations across Customer Service, Transportation, and Sales with administrative tasks and data management, while handling confidential information with accuracy.

The role requires effective communication, timely delivery of work, and a collaborative mindset to drive operational excellence in a dynamic environment.

Qualifications

• High school diploma required.
• Three years of related experience or equivalent combination of education and experience.
• Proficiency in using computers and Microsoft Office applications.
• Ability to work effectively in a team environment.

Responsibilities

• Administrative: Answer, screen, and return incoming calls; greet visitors; prepare correspondence; perform data entry; manage work orders; maintain office supplies; organize documentation; create and maintain customer records; manage mail and packages; coordinate travel arrangements.
• Customer Service Support: Maintain call-in logs; distribute leads; verify pricing; route inquiries; respond to questions; process work orders; generate invoices; coordinate mailing; verify customer payments with accounting.
• Accounting Support: Set up and maintain customer accounts; generate work orders and invoices; track purchase orders; assist vendors with POs and payments; set up vendor accounts; process customer payments.
• Transportation Support: Prepare and maintain route schedules; provide routing updates to drivers; generate transportation reports.

Skills

Administrative

Customer service

Data entry

Team collaboration

Education

High school diploma

Three years related experience

Tools

Microsoft Office

Job description

Description

Operating under its parent company, Vertex Energy, H&H Oil, our administrative professionals are the backbone of our organization. We’re seeking detail-oriented individuals to manage critical processes in a dynamic, collaborative environment. You’ll coordinate essential functions, support team initiatives, and drive operational excellence while embracing a culture of continuous improvement. If you’re ready to put your organizational expertise to work and make a tangible impact on our business, your pathway Forward starts with H&H Oil.

Position Summary:

The Part-Time Administrative Assistant serves as a key member of the Customer Service team, reporting to the Customer Service Manager. This role supports Operations across Customer Service, Transportation, and Sales through a variety of administrative, organizational, and communication tasks. The position regularly handles confidential and time-sensitive information and requires familiarity with standard industry practices and procedures. The ideal candidate communicates effectively, ensures accuracy in all responsibilities, and consistently delivers high-quality work in a timely manner.

Responsibilities & Essential Job Functions:

Administrative

• Answer, screen, and return incoming calls; monitor voicemail and follow up as needed
• Greet visitors, manage access, and coordinate with vendors
• Prepare and distribute written and electronic correspondence
• Perform data entry and maintain Excel spreadsheets
• Generate, review, and close out work orders
• Maintain office supply inventory
• Scan, file, and organize documentation
• Create and maintain customer records and files
• Manage incoming and outgoing mail and packages
• Coordinate travel arrangements as requested

Customer Service Support

• Maintain call-in logs and communicate customer information to managers, sales representatives, and drivers
• Coordinate and distribute sales leads to the appropriate sales team members
• Verify and update customer pricing as needed
• Route customer inquiries to the appropriate department
• Respond to customer questions, complaints, and correspondence in a timely manner
• Process and manage work orders within the system
• Generate invoices and coordinate mailing
• Collaborate with accounting to verify customer payment status

Accounting Support

• Set up and maintain customer accounts, including pricing and contact details
• Generate work orders and invoices
• Request and track purchase orders
• Assist vendors with purchase orders, invoices, and payment inquiries
• Set up new vendor accounts
• Process customer payments and support accounting functions as needed

Transportation Support

• Prepare and maintain route schedules and update systems and route sheets
• Provide routing support and communicate updates to drivers
• Generate and update transportation-related reports as needed

Requirements

• High school diploma required.
• Three years of related experience or equivalent combination of education and experience.
• Proficiency in using computers and various software such as Microsoft Office applications.
• Ability to work effectively in a team environment.