Administrative Assistant

Administrative Assistant - Maintenance

• Contract Duration: 6 months.
• Location: On site- Quintana, TX.
• Hours: 7:30 AM- 4:30 PM- 9/80 schedule.
• Pay rate: Up to $20.00 per hour/ W2/ No benefits.

This position is primarily office based and involves the administrative support up to and including clerical duties, filing of regulatory documentation, maintaining computer files and organization of the maintenance library for the maintenance management for the facility.

Job responsibilities include:

• Provides administrative support to the Maintenance team at LQF Facilities.
• Manages purchase requisitions, vendor setup, and correspondence for price quotes and deliveries; addresses discrepancies, processes and tracks invoice, ensures supporting documentation accuracy, and verifies purchase orders and receipts in SAP.
• Acts as the Document Control Administrator for the LQF Maintenance group.
• Updates and creates maintenance procedures, uploading new versions to the Content Server.
• Maintains an updated contact list of Maintenance personnel, including addresses and phone numbers.
• Keeps the call-out schedule up-to-date for the LQF Maintenance team.
• Manages the Maintenance LQF intranet homepage.
• Reviews and categorizes expense account statements from the Maintenance Superintendent for proper coding and submits for approval.
• Assists with coordinating employee events.
• Supports terminal SES entry processes.
• Monitors and restocks office and breakroom supplies as needed.
• Aids Technicians in completing work orders and test reports in SAP.
• Manages mail distribution and coordinates courier services as needed.
• Oversees the upkeep of the LQF Maintenance Building and Control Systems Building, including work areas, orders, and equipment.
• Ensures all SES entries for nested contractors.
• Provides support to the warehouse and procurement teams as necessary.
• Creates SAP work notifications as directed by the maintenance team.
• Prepares purchase requisitions as instructed by the maintenance team.
• Submits IT requests for the maintenance department as required.
• Assists Human Resources with company and community events as needed.
• Records minutes of important meetings as requested.
• Performs additional tasks as assigned by management.

HSE Roles and Responsibilities:

• Supports the policies and programs of the Health, Safety, and Environmental (HSE) Management System.
• Actively participates in HSE policies, ensuring that HSE concerns are prioritized in all activities within their area of responsibility.
• Conducts routine inspections to maintain safe operating conditions.

Skills/Experience include:

• 5+ years of experience in an industrial office setting, working closely with community members and management-level personnel.
• Demonstrated professionalism and strong work ethic.
• Excellent written and verbal communication abilities.
• Strong interpersonal and organizational capabilities.
• Proficient in using PC equipment and software, including Windows and MS Office Suite (Outlook, Word, Excel, Power Point), with minimal assistance.
• Ability to maintain strict confidentiality.
• Highly capable of coordinating and prioritizing multiple projects and tasks effectively.
• Required Education- Minimum education requirement: High School Diploma or GED equivalent.

• Operates in a professional office environment within or outside of an industrial plant environment.
• Routinely uses standard office equipment such as computers, phones, photocopiers w/scanner and fax, and filing cabinets.
• The physical demands described here are representative of those that must be met by an incumbent to successfully perform the essential functions of this job.
• This is primarily a sedentary role; however, the incumbent must be able to stand and/or sit continuously to perform all essential job functions for a full shift.
• Ability to lift up to 20 lbs. as required in order to lift files, boxes and office equipment as necessary.
• Ability to lift files, open filing cabinets and bending, standing on a stool, or climbing as necessary to perform these functions.
• While performing the duties of this role, the incumbent may be required to talk or hear.
• The incumbent is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
• Ability to drive to other Company work locations as required.
• Ability to move throughout all areas of each office/site location and facilities.

Job Type: Contract

Schedule:

• 8 hour shift

Experience:

• Administration Assistant: 5 years (Required)

Ability to Commute:

• Quintana, TX (Required)

Work Location: In person