Certified Woman & Minority Owned

Administrative Assistant

Reference Number: JNTXAA6

Administrative Assistant
experience  Not Disclosed
location  Port Neches, TX
duration  4.0 Months
salary  Not Disclosed
jobtype  Not Disclosed
Industry  Energy & Utility
Job Description

Administrative Assistant

Provides administrative support to the Plant Manager
Works safely; complies with company safety standards; ensures plant is up to date with safety regulations
In charge of accounts payable; must pay all facility bills in a timely manner; keeps all records of payment
In charge of purchasing; acquires any supplies the facility requires; keeps all records of payment; Pcard payments/reconciliation statements; report and justify
Greets and directs visitors; handles phone coverage; organizes and conducts functions, special events
In charge of housekeeping duties; ensures cleanliness and order in plant/office areas
Maintains facility files; performs document control every quarter and as necessary; introduces new forms/procedures; distributes/replaces when updates occur
Processes daily paperwork/reports as required
Reviews/files production records
Generates budget reports; tracks incorrect charges; works with accounting department to correct budget errors
Sourcing/Outsourced quotes (Blends, Pure Products, Raw Materials)
Tracks employee training sessions and monthly safety meetings
Schedules physicals, such as hearing and respiratory exams and drug tests, as required by federal regulatory agencies
Ensures all facility licenses and permits are current
Manages cylinder invoicing, transferring, manifesting, ordering and inventory adjustments
Maintains office equipment and supplies
Keeps track, inputs data on bulk products received on a daily basis
Helps prepare annual state and federal compliance reports
Oversee shipping and receiving records, procedures, regulations, tracking
Keeps track of the Dangerous Goods Regulations; ensures they are being properly applied
Works with 3rd party logistics company; rectifies errors, assigning billing to correct parties
Maintains a good relationship with common carriers; informs them of any changes of regulations; insures shipments arrive at destinations in good condition; reports any issues to management; insures plant gets best rates, fastest transit times
Other duties and/or special projects as assigned by Plant Manager

General Requirements:
High School diploma or GED required
5+ years experience as an administrative assistant
Proficiency in Google Workspace
Ability to enter data efficiently, timely and correctly in order to meet deadlines
Good planning and organizational skills
Ability to professionally interact with business contacts both inside & outside of the company
Strong verbal, listening, and written communications skills
Attention to detail and a high level of accuracy and confidentiality
Strong time management and multitasking skills
Ability to work independently or as a team player
Knowledge of the client processes and systems such as Oracle

Highest Level of Education Required for this Position: High School Diploma or GED
Qualifications (IE SAP Experience, Excel Knowledge, Any Certifications, Years of Experience in Certain Fields):
Oracle. Google Suites, computer proficient.
Must have good attention to detail.

Preferred qualifications:
Experience in invoice processing, comparing quotes and history of AP experience.
Good written and verbal communication, will be working with vendors to correct invoice errors and gathering quotes.

Est Hours Per Week: 40
Work Schedule + Time Zone: M-F 7:30-4 with 30 minute lunch break, Central Time Zone
Temp to Hire
VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.

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