Bilingual Administrative Assistant

PEMEX Procurement International; Houston (TX); On-site; USD 35,000 - 55,000; Full time

Job summary

Join a dynamic team at an established industry player, where you can enhance your administrative skills and contribute to a diverse workforce. This role involves supporting various departments by managing administrative tasks, coordinating meetings, and ensuring effective communication within the organization. You will be responsible for preparing documents, maintaining filing systems, and assisting with scheduling, all while working in a collaborative environment. If you're detail-oriented, proficient in Microsoft Office, and fluent in both English and Spanish, this opportunity is perfect for you to grow and thrive in your career.

Qualifications

• Two years of administrative experience or a combination of education and experience.
• Proficiency in Microsoft Office Suite at Intermediate Levels.

Responsibilities

• Support departments with organization and completing administrative tasks.
• Prepare communications for customers and vendors using Microsoft Office.
• Coordinate meetings and maintain calendars for staff.

Skills

Microsoft Office Suite

Communication Skills

Organizational Skills

Bilingual (English and Spanish)

Reasoning Ability

Education

High School Diploma

Degree Preferred

Tools

Outlook

Excel

Word

PowerPoint

Job description

Pemex Procurement International, Inc. is an equal opportunity employer and complies with all applicable federal, state, and local laws. Equality and non-discrimination are principles contained in the PPI’s Code of Ethics and Code of Conduct.

Be Part Of Our Team

We take pride in the professional qualifications and experience of our workforce and maintain a wide cultural diversity in our organization. See our open positions listed below.

LOCATION

Houston, TX 77079

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Responsible for supporting several departments with organization and completing administrative tasks, allowing department employees to focus on more advanced responsibilities.
2. Monitors telephone calls, greets visitors, schedules appointments, maintains calendar schedules, and coordinates staff and other meetings.
3. Prepares communications for customers and vendors, such as memos, requisitions, emails, invoices, reports, internal procedure manuals, and other correspondence using Outlook and Microsoft Office.
4. Writes, edits, and translates documents from letters to reports and instructional documents; also proofreads and edits documents to ensure completeness and accuracy.
5. Creates and maintains filing systems, both electronic and physical, prepares and organizes documentation for review, assembling all necessary documents in well-presented files.
6. Tracks and follows up on correspondence sent and received by several departments and up to completion.
7. Prepares and sends by e-mail, fax, mail, or express mail, as requested, all documentation and information needed for the adequate operation of the departments.
8. Monitors and oversees calendars, resolving any scheduling conflicts and prioritizing items on the agenda.
9. Coordinates meetings with customers and vendors and supports videoconference meetings.
10. Prepares meeting minutes and effectively communicates and presents information to groups of managers and customers.
11. Reviews and updates information daily pertaining to the department's needs.
12. Classifies and organizes files, reports, and records, including material confidential in nature, from the departments by always keeping them updated.
13. Makes travel reservations and prepares the related travel requests and reports.
14. Supports and makes requisitions for seminars, conferences, and other activities for the personnel of several departments.
15. Prepares and administers the vacation schedule for several departments.
16. Maintains a registry of price validations and price adjustment documents and files these documents in the corresponding binders.
17. Requests the storage of such binders in the File Room.
18. Performs other activities related to the position as assigned by the department head.

EDUCATION AND/OR EXPERIENCE

Two years of administrative experience or a combination of education and experience.

Qualifications

Honesty, trustworthiness, integrity, and dependability.

Requirements

Education Level: High School diploma; Degree preferred.

Language: Fluent in English and Spanish, must read and write over 50% of the time.

Special requirements: Computer Skills – Proficiency in Microsoft Office Suite at Intermediate Levels.
Excel: Intermediate (pivot tables, macros, mail merge, functions & formulas).
Word: Intermediate (mail merge, booklets, formatting).
Outlook: Intermediate (file organizing, meetings, scheduling).
PowerPoint: Intermediate.
Reasoning Ability: Ability to respond to common inquiries or complaints from customers, suppliers, regulatory agencies, or members of the business community.