What are the responsibilities and job description for the Administrative Assistant position at WCL Group?
CLIENT HIGHLIGHT
The Client you will be working for is a Fortune 100 Oil and Gas Company. This opportunity will give you experience in the energy sector in the United States with a company that is a globally recognized leader in energy production and one of the biggest companies in the US.
LOCATION
Sugar Land, TX
COMPENSATION
$23-28/hr
Full benefits offered
SCHEDULE
On-site
Monday-Friday // 40 hrs/wk
CONTRACT TERM
1 year and 7 months
POSITION OVERVIEW – Administrative Assistant
The Aviation department is looking for a highly organized, detail-oriented, self-motivated candidate for the role of Administrative Assistant to join our team. This role includes a primary focus on invoice processing for the entire department, while primarily supporting the maintenance team. It will also encompass other administrative duties in support of the business unit. The ideal candidate will be responsible to receive, and process invoices for payment, maintain accuracy of records and emails, and providing general administrative support to ensure smooth operations for the maintenance team. The successful candidate must have strong organizational skills, attention to detail, and the ability to multitask effectively. The selected candidate will work closely with the current administrative associate to be familiarized and trained over the next few months with the intent to handle this position in the absence of the current associate. This position will report directly to the Manager Aviation Maintenance.
RESPONSIBILITIES
Invoice Processing:
- Receive, review, process to appropriate cost centers and forward to approvers for signature and submit to the appropriate system for payment.
- Verify all invoices from vendors to ensure accuracy and compliance with company policies.
- Match invoices with purchase orders, contracts, and delivery receipts, ensuring proper documentation and approval.
- Enter invoice details into the accounting system accurately and in a timely manner.
- Ensure that all invoices are processed within payment terms and deadlines.
- Communicate with vendors regarding discrepancies, missing information, or payment status.
Maintenance Staff Support:
- Procure and monitor current stock levels of aircraft parts and supplies requested by maintenance technicians.
- Oversee returned parts for credit or repairs, and maintain relationships with OEMs, suppliers, and vendors.
- Manage all shipping and receiving of aircraft parts, ensuring accuracy in documentation and coordination with vendors for proper shipping procedures.
- Manage, organize, and track parts, aviation consumables, and office supplies for the business unit as needed
Administrative Support:
- Provide general administrative assistance to the finance department, including filing, data entry, and document management.
- Prepare reports on invoice status, payment schedules, and outstanding balances for internal review and management meetings.
- Assist with maintaining organized records for all processed invoices, payments, and vendor communications.
- Perform routine office tasks, such as managing incoming calls, emails, and scheduling meetings for the department.
Communication & Coordination:
- Collaborate with department managers to resolve issues related to invoices or payments.
- Work closely with vendors to ensure prompt resolution of any discrepancies and ensure accurate payment processing.
- Coordinate with the accounts payable team to ensure that all financial transactions are processed efficiently.
Data Entry & Record Maintenance:
- Ensure accurate data entry and maintenance of financial records, reports, and invoices in the company’s accounting system.
- Regularly update and organize invoices and payment records to ensure compliance with audit and regulatory requirements.
REQUIRED QUALIFICATIONS/SKILLS:
- Associate’s Degree in Accounting, Finance, Business Administration, or related field or High School Diploma with minimum 3 years’ work experience in related field.
- Prior experience with accounting and payment software or ERP systems (e.g., SAP) is a plus.
- Aviation experience a plus
- Parts ordering experience is a plus
- Strong attention to detail and accuracy in all tasks.
- Must be highly proficient with Microsoft Suite office applications (Outlook, Excel, Word, Power point, Share point, etc.)
- Excellent organizational and time management skills, with the ability to handle multiple tasks simultaneously.
- Good communication skills, both written and verbal, to effectively interact with internal teams and external vendors.
- Ability to work independently and as part of a team.
- Basic understanding of accounting principles and invoice processing procedures.
- Excellent customer service skills both internal and external and closing out the loop on any assigned projects.
- Current and valid driver’s license
- Pass a background check, and drug screen for pre-employment
- Subject to random drug screening
Salary : $23 - $28
