What are the responsibilities and job description for the Office Administrator position at Continuum Solutions?
Office Administrator
We are Continuum Solutions, a boutique talent acquisition firm based in Houston, TX. We have partnered exclusively with our local client to identify talent for their Office Administrator position.
POSITION TITLE: Office Administrator
REPORTS TO: General Manager, Planning & Corporate Affairs
LOCATION: Houston, TX, 77024 (Headquarters)
TRAVEL: None
FLSA STATUS: Non-Exempt
SCHEDULE: Eligible for 5/40 or 9/80 Schedule
POSITION SUMMARY
Our client was founded after the 2010 Deepwater Horizon well control incident to provide the response capabilities needed if a similar event occurs in the future. Our client is a Limited Liability Corporation that is owned by ten (10) of the most active drillers in the Gulf of Mexico.
The Office Administrator provides administrative support to the Marine Well Containment Company team by directing and coordinating office services and related activities, to ensure the maximum utilization of services and equipment.
PRIMARY RESPONSIBILITIES
• Provide administrative support
• Input of relevant financial data in company enterprise finance system
• Coordinate office administration including ordering supplies and maintenance vendors
ESSENTIAL FUNCTIONS (Not limited to)
• Provide general administrative support to, including travel planning, scheduling and organizing meetings, lunches and/or conferences ensuring all logistics, preparation and follow-up are handled efficiently
• Assist with document and presentation preparation, including formatting and editing in MS Word, Excel, and PowerPoint.
• Input relevant data in support of financial processes in company financial system (SAP)
• Coordinate invoices for payment with accounts payable
• Cross-train and serve as backup to other administrative professionals in the office (to include reception desk)
• Maintain professional and technical knowledge by completing training
• Maintain stewardship of office and kitchen supplies, and promotional items including preparing purchase orders, ordering and stocking inventory; verify receipt of items
• Act as the main point of contact for building management and external vendors (suppliers, service providers, etc.).
• Reporting and working with management to improve office operations and procedures
• Maintain a clean and organized office environment, ensuring all health and safety standards are met
• Handle ad-hoc projects
Response Specific (Planning Support)
Below are the responsibilities for this position related to and during the timeframe the company is activated to respond to a well control incident in the U.S. Gulf of Mexico.
Work as a member of the Emergency Response Organization on an as-needed basis in the event of activation, or preparations/drills for same, in response to a well control incident and perform job duties commensurate with your assigned role.
• Participate, as required, in Incident Management Team (IMT) trainings and drills.
• Provide administrative and logistical support to the Planning Section Leader during a Well Control Event.
BACKGROUND, QUALIFICATIONS, AND EXPERIENCE General
• B.A. degree or equivalent work experience
• 3-5 years of work experience as an office manager, office administrator, or a similar role.
• Advanced skills in Microsoft Office e.g. Outlook, Word, Excel, PowerPoint
• Must possess excellent administrative and organizational competencies including the ability to build and maintain databases and files
• Demonstrates ability to handle multiple priorities and customers at the same time
• Proven ability to manage short deadlines and emergency situations
• Has a strong results orientation and personal accountability
• Is a team player and has a collaborative working style
• Exhibits strong problem-solving and decision-making skills
• Displays innovation with a curiosity and openness to new ideas
• Communicates effectively both verbally and in writing
• Maintains effectiveness in a changing environment
• Visibly demonstrate the values of safety, integrity, and excellence
Note: This Job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. While performing the duties of this job, the employee is regularly required to talk and hear. The employee is frequently required to stand, walk, climb stairs, use hands to finger, handle or feel; and reach with hands and arms close to and overhead of their body. The employee may occasionally lift and/or move items up to 25 pounds.
Our client provides equal employment opportunities to applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability
