Administrative Assistant - Matlen Silver : Job Details

Job Title: Administrative Assistant

Compensation: $28 - $34/Hour W2

Onsite: 5 Days Each Week Sabine Pass, Texas

Domain: Oil/Energy/LNG

1+ Year Contract

Provides administrative support to a department or individual. Duties may include word processing, filing, faxing, answering phones, receiving and directing visitors, scheduling, financial record keeping, coordinating meetings and conferences, obtaining supplies and sorting/distributing mail. May work on special projects. Strong communication skills and organizational skills are essential. Familiarity with MS Office required.

I. Job summary

The administrative assistant provides essential support to ensure the efficient operation of the office and supports managers and employees through a variety of tasks related to organization and communication. They are often the first point of contact for clients and visitors, representing the company with professionalism and courtesy.

II. Key responsibilities

Management, Support and Data Entry:

Inputting and updating data

Verification and correction of data

Managing incoming and outgoing mail and deliveries.

Organizing and maintaining data.

Ensuring data security and confidentiality.

Coordinating office procedures and ensuring their efficient execution.

Cross-checking entered data against source documents to identify and correct any errors or discrepancies.

Entering data from various sources into designated systems (SAP/ S4 Hana), ensuring accuracy and completeness.

Organizing and managing both digital and physical files, ensuring easy access and retrieval.

Assisting with the creation of reports and summaries from the entered data.

Updating and maintaining existing data within databases and records.

Scheduling & Coordination:

Scheduling appointments and maintaining calendars for managers and employees.

Coordinating meetings, conferences, and events.

Making travel arrangements and managing expense reports.

Booking conference calls, rooms, and other necessary resources.

Communication & Documentation:

Drafting and distributing email, correspondence, memos, letters, and forms.

Preparing and editing reports and presentations.

Taking accurate meeting minutes.

Maintaining and updating databases and contact lists.

Handling sensitive information in a confidential manner.

Other Duties:

Assisting with employee record keeping.

Aiding other departments with basic accounting tasks if needed.

Assisting with special projects and conducting research as requested.

Contributing to team effort by accomplishing related results as needed.

Targeted Skillset:

Proven administrative or assistant experience.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Proficiency with SAP/ S4 Hana.

Excellent written and verbal communication skills.