Administrative Assistant - Houston Office

At Oceanit, a rule-breaking practice of Intellectual Anarchy™ produces disruptive innovation, as we consistently discover the edges of thinking and create breakthroughs in science, engineering, and technology to change the world.

Our teams create innovative solutions through engineering consulting in civil, sustainable engineering practices; information systems consulting; management consulting, including Design Thinking and scientific research. Empowering our teams to practice transdisciplinary thinking allows for extraordinary problem-solving across disciplinary boundaries. Our teams morph together and apart, aligning the best experts in each discipline to solve some of the world's toughest problems.

We are looking for an organized and personable Administrative Assistant to oversee administrative functions at our Houston Office, working closely with the administrative team at our Honolulu Corporate Office. This role is crucial to ensuring the operational efficiency of the organization. While we prefer a full-time commitment, we are open to part-time candidates, with a flexible schedule of up to 24 hours per week during office hours (Monday to Friday, 8:00 AM - 5:00 PM).

THE VALUE YOU DELIVER:

• FRONT DESK / GENERAL ADMIN SUPPORT: handle incoming calls, greet and escort visitors, maintain the welcomeness and cleanliness of the lobby, conference rooms, breakroom and production rooms, purchase and maintain the office and kitchen supply inventory, assist with meeting setups, run errands as necessary, place service calls.
• SHIPPING SUPPORT: Assist with reconciling shipping invoices. Coordinate incoming and outgoing mail, parcels, and freight shipments (USPS, UPS, DHL, FedEx, etc.) and maintain postage equipment
• TRAVEL SUPPORT: Coordinate all travel arrangements for the Houston staff (i.e., Book air, hotel, car, etc. as needed) for domestic and international routes.
• PROCUREMENT SUPPORT: Assist with Houston's procurement processing once purchase requests have been approved. Frequently procure supplies and equipment for engineering staff.
• SECURITY SUPPORT: Provide administrative security support as needed. Maintain security systems.
• ADMINISTRATIVE SUPPORT: Provide project/proposal support as needed; assist with procurement reconciliation, support petty cash, check requests, travel request reconciliation, credit card and vendor account reconciliation, support administrative requirements.
• INFORMATION TECHNOLOGY SUPPORT: Facilitate support and communication with corporate IT teams to ensure seamless office operations. Coordinate with engineers on IT helpdesk requests and resolution of issues.

THE EXPERTISE WE ARE SEEKING:

• High school diploma/GED required.
• 5 years of experience administration, accounting, purchasing, or a related position.
• Strong organizational and time management skills.
• Good communication skills, both verbal and written.
• Proficiency in Microsoft Office
• Strong analytical and problem-solving skills

Here at Oceanit, our mission is to create value from innovation through engineering and scientific excellence produced in an environment where elements of such work and play are indistinguishable.

We are proud of what we've created and what lies ahead. We are Oceanit.

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