Administrative Assistant

Job Summary:

The Administrative Assistant plays a vital role in ensuring the smooth operation of office functions by providing comprehensive administrative support. This position is responsible for assisting applicants with online applications, supporting HR with onboarding and new hire orientation, and managing office and field supply inventory. Additionally, the Administrative Assistant collaborates with other administrative personnel, assists the Billing and AP Specialists, answers phone calls, and provides general office support. The ideal candidate will be highly organized, detail-oriented, and proficient in Microsoft Office, with strong communication skills and the ability to maintain confidentiality. Experience in construction, manufacturing, or oil and gas is preferred.  

Supervisory Responsibilities

• None

Duties/Responsibilities: 

• Provide administrative support to maintain smooth office operations and collaborate with other administrative personnel.
• Support the Billing Specialist by ensuring ticket completion
• Assist the AP Specialist with tracking credit card receipts and purchase orders.
• Answer phone calls, schedule meetings, and assist visitors.
• Conduct One Calls on behalf of Field Managers.
• Provide support to applicants visiting the office by assisting with the completion of online applications.
• Facilitate the collection of required employee documentation and ensure a timely and efficient onboarding process.
• Support HR with new hire orientation.
• Assist with marketing events as needed.
• Manage office and field supply inventory by monitoring stock levels, anticipating needs, placing orders, and expediting deliveries.
• Handle office-related errands as needed.

Required Skills/Abilities:

• Ability to maintain professionalism and a high degree of confidentiality
• Strong organizational skills
• Ability to implement standard office procedures/practices and able to operate office equipment
• Good written and verbal communication skills

Education and Experience:

Basic:

• High school diploma or equivalent
• Minimum 2 years as an administrative assistant (or similar role)
• Time management and attention to detail
• Ability to keep company and partner confidence
• Proficient in Microsoft Office (including strong Microsoft Excel, Word, Outlook, and Power Point skills)
• Must pass a drug screen, MVR check, and background check pursuant to local, state, and federal rules.

Preferred:

• Experience in construction, manufacturing or oil and gas preferred
• 3–5 years of administrative or customer service experience.
• Bilingual proficiency is a plus.

Physical Requirements:

The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job (but are not limited to). The employee is frequently required to sit, stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, or crouch for extended periods of time, unassisted. Manual and finger dexterity and hand-eye coordination sufficient to operate office machinery are required. This job also requires full range of body motion to include handling and lifting. The incumbent must repeatedly lift and/or move up to 30 (THIRTY) pounds unassisted. Visual acuity, hearing, speaking, reading, and writing must be adequate to perform all required tasks in a safe manner.

Work Environment:

The noise level in the work environment can be loud. Work is usually done indoors and sometimes (rarely) at a client facility or job site. The incumbent may be expected to travel to other work sites with prior notice.

AAP/EEO Statement:

It is the policy of E&M Services, LLC to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state, or local law. In addition, E&M Services, LLC will provide reasonable accommodations for qualified individuals with disabilities.

Other Duties:

Please 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 for this job. Duties, responsibilities, and activities may change at any time with or without notice.