Airswift is looking for an Administrative Assistant in Houston, TX or Ingleside, TX on a 12-month assignment

Schedule: 5/40

This position is responsible to provide a broad range of basic to complex administrative support functions to the Regional Director, Manager, Supervisors, and Technicians. The focus of this role is to thoroughly learn the business area and anticipate the needs of those they support and strive to meet those needs in a proactive manner to maximize the value of the work of those supported. The incumbent will become an increasingly valuable support resource as they learn the areas specific needs and tailor their actions towards providing the maximum amount of support that can be offered, focused on increasing the efficiency of those supported. This role supports the Gulf Coast Transmission (GCT) Region, provides backup administrative support, as required, and performs administrative and office support to ensure efficient business operation. Accountabilities include processing invoices, coding invoices, managing expenses, creating and managing purchase orders, and running basic reports to satisfy regional accounting needs. Duties include planning and coordinating regional meetings and functions, as well as managing regional operations fleet compliance information.

Responsibilities:
• Support for the Gulf Coast Region employees
• Manage calendar and workday to ensure maximum time efficiency is achieved, anticipating and initiating appropriate actions as required.
• Produce and assist with PowerPoint, Word and Excel documents
• Utilize Power BI to track completion of business processes
• Coordinate travel arrangements and department calendars, vacation/out of office, as well as other staffing reports as required
• Expense report submission and administration.
• Coordinate meetings with internal and external representatives, including arranging any hospitality and catering requirements
• Provide administrative support for recruitment activities; responsible for submitting requests for on-boarding/off-boarding material to HR; act as liaison between HR and management and Supervisors when required.
• Coordinate with external vendors to receive, track, distribute and process external invoices to appropriate approving authorities.
• Code invoices and receive invoices within Oracle
• Reviews, tracks and follows up on outstanding invoices.
• Create and manage Purchase Orders
• Manage regional regulatory fleet information
• Coordinates, creates and maintains electronic files and team sites (in SharePoint), including granting and maintaining accesses and permissions.
• Coordinates team events, receptions, and celebrations.
• Purchases, receives, and stores the office supplies and services.
• Assists Supervisors and HR with resolution of issues associated with timesheets.
• Enter ServiceNow requests for technology and facility service support services.
• Other duties as assigned.
• Self-directed in managing time and priorities.
• Most decision making is guided by past practice, however when appropriate, admin is expected to modify standard practice and adapt approaches to old and new tasks.
• No formal supervision exercised by this position, however, the role may be required to provide basic guidance to other administrative support staff.
• Communications may be verbal or written. Verbal relaying of information must be completed with tact and diplomacy.
• Written Communication is primarily driven by past practice but may also involve creation of original documents to relay a standard message.
• The impact of the role is typically confined to the immediate area / department.


Daily contact with:
• Supervisors and Manager for coordination of area events and meetings, administrative problem solving, and setting, appointments, travel arrangements, and expenses
• Area Staff for input of and resolution of Time into Workday and Expenses, invoice tracking.
• Area Staff for filing and copy work. Also supports set up of Public Awareness meetings
• PLM Coordinators for general administrative support
• Liquids Pipelines (LP) Support Groups (Health & Safety, Integrity, Land Services, PL Control Systems, Pipeline Control (CCO), Operations Services, Pipeline Compliance, etc.)
• LP/Major Projects Project Teams as applicable.

Requirements:
• Relevant education and a minimum of 2 years’ experience in the administrative field; or an equivalent combination of education and experience.
• Strong interpersonal and communication skills
• Ability to learn tasks quickly and become efficient in a short period of time.
• Ability to perform work with routine interruptions.
• Ability to handle confidential material and treat accordingly.
• Proactive and self-motivated
• Ability to multitask with attention to detail.
• Positive attitude with a high level of professionalism.
• Excellent organization skills.
• Desire to continuously learn, with the initiative to take on evolving and more challenging tasks.
• Strong computer skills are required with proven proficiency in all MS Office Products, SharePoint, Internet navigation, email, and general computer use.

Preferred:

• A university degree is desirable.
• Proven proficiency in Oracle Financial Applications and Workday applications.

Working Conditions
• Office setting
• Routine handling and/or awareness of sensitive or company confidential information, documents etc.
• High volume of work required to be proactively planned and reprioritized on a frequent basis, inclusive of effective communications.
• Necessary to meet tight deadlines.
• Ability to work with a large group.
• May be subject to extended hours to accommodate leaders schedule.
• Rare, but occasional travel required.