Office manage

Samuel EPC LLC; Abilene (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Samuel Engineering is seeking an administrative professional to support travel coordination, expense reporting, and fleet vehicle management. The role requires strong Microsoft Office skills and excellent customer service.

The position will involve learning online/app programs for travel and fleet management, assisting with conference registrations, and maintaining project documentation. A team-oriented, professional ambassador for the firm is essential.

Qualifications

• High School Diploma and 1 year experience in Office Management or similar role.
• Experience with travel platforms like Egencia or Expedia.
• Knowledge of fleet maintenance platforms like Fleetio.
• Knowledge of engineering business and terminology helpful.
• Knowledge of heavy industry terminology helpful.
• Skilled in Microsoft Office Suite.

Responsibilities

• Assist employees in travel coordination.
• Assist employees in expense reports.
• Assist employees in checking out fleet vehicles or rental vehicles.
• Coordinate and register conferences and trade shows.
• Maintain and renew employee professional licenses and corporate licensure.
• Maintain current documentation for project management and technical services departments.
• Maintain a professional demeanor with clients, vendors and guests.

Skills

Microsoft Office Suite

Travel coordination

Customer service

Communication

Teamwork

Download apps to phone

Valid driver’s license

Office management

Education

High School Diploma

Tools

Egencia/Expedia

Fleetio

Ajera Software

Job description

Description

POSITION SUMMARY

This is an administrative position competent in the use of computers, copiers, administrative phone systems, fax machines and all other small business equipment. This person must be proficient in all Microsoft Office products, including Word, Excel, and PowerPoint. Strong communication skills are essential; this position typically interfaces with company clients and employees. This person must have a customer service spirit and thrive in teamwork environments.

This position will learn the online/app programs associated with our company travel and fleet vehicles, as well as providing general administrative assistance throughout our engineering company.

ESSENTIAL JOB FUNCTIONS

• Assist employees in travel coordination.
• Assist employees in expense reports.
• Assist employees in checking out fleet vehicles or rental vehicles.
• Coordination and registration of conferences and trade shows.
• Maintain, renew and assist in the application for employees' professional engineering licensure, and corporate licensure for Secretaries of State and Boards of Professional Engineers.
• Maintain the most current documentation for the project management and technical services departments, including specifications, standards and procedures.
• Maintain at all times a professional and courteous demeanor with all clients, vendors and guests of Samuel Engineering; serve as an ambassador of the company.

MINIMUM QUALIFICATIONS

• High School Diploma and 1 year experience in Office Management or similar role
• Experience with travel platforms like Egencia or Expedia
• Knowledge of fleet maintenance platforms like Fleetio helpful
• Knowledge of engineering business and terminology helpful
• Knowledge of heavy industry (i.e. mining and minerals, oil and gas, power and utilities) and terminology helpful
• Skilled in Microsoft Office Suite
• Must be willing and able to download some work-related applications to personal smartphone
• Must have a valid drivers license with clean driving record

PHYSICAL DEMANDS

• Sitting at computer for long periods of time
• Making photocopies of documents including large drawings
• Scanning documents electronically
• Making deliveries occasionally
• Ability to visually inspect vehicles for cleanliness and damage
• Driving vehicles to auto maintenance and detailing shops

WORKING CONDITIONS

Minimal overtime may be required (weekends or evenings)

TRAVEL REQUIREMENT

Some local travel may be required.

SKILLS REQUIRED

• Personal "Soft Skills"
• Department Requirements / Professional Skills Required
• Professional Skill
• Professional Skill
• A/R and A/P Processing Knowledge
• X
• Knowledge of Company Services
• X
• Knowledge of Gov't Reporting Requirements
• Ajera Software Skills
• Knowledge of Labor Law
• Budget & Schedule Management
• X
• Management of Certifications and Licenses
• X
• Confidentiality Awareness
• X
• Management of Technical Library
• X
• X
• Meeting and Event Planning
• X
• Document Checking and Proofing
• X
• Microsoft Software Skills
• Financial Analysis Knowledge
• Payroll Procedures
• X
• General Industry Knowledge
• Process Improvement Analysis
• Inventory Management (Vehicles, Furniture)
• X
• Telephone System Skills
• Invoicing Procedures
• X
• Travel Arrangement Skills
• X
• Knowledge of Business Development Documents
• Understanding of Department Procedures
• Knowledge of Company Benefits
• Website Development and Maintenance

X = Skill required for job classification

Blank = Not required for job classification