Administrative Assistant Si Environmental, LLC

Si Environmental, LLC.; Rosenberg, Northern (TX, KY); Hybrid; USD 38,000 - 48,000; Full time

Job summary

Si Environmental, LLC. seeks a qualified administrative specialist to support Maintenance and Operations with PO administration, invoice processing, data entry, and reporting.

Under limited supervision, you will match invoices to POs, verify pricing and receiving docs, and ensure documentation is complete. This role coordinates with vendors, Operations, Maintenance, and Finance to resolve discrepancies and maintain organized records.

Qualifications

• Strong data entry skills with a high level of accuracy.
• Proficiency with Microsoft Word and Excel.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication abilities.
• Experience communicating with vendors and internal departments to resolve discrepancies.
• Ability to manage multiple priorities and follow tasks through to completion.
• Experience with purchase orders, invoices, accounts payable, procurement, or similar administrative processes.
• Industry knowledge in utilities, maintenance, construction, or related fields is a plus.

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.

Skills

Data entry

Excel

Word

Attention to detail

Communication skills

Tools

Microsoft Word

Microsoft Excel

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

• 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.