Administrative Assistant

Administrative Assistant

Position Summary

The Administrative Assistant provides administrative and operational support to field personnel and foremen, with primary responsibility for invoice processing, monthly grease records, oil and water tickets, and related reporting.

Duties & Responsibilities

• Review, code, verify, and process printed, emailed, and electronically submitted invoices for accuracy and completeness.
• Route invoices to the appropriate personnel for approval and processing in accordance with established procedures.
• Process invoices in OpenInvoice according to assigned route responsibilities.
• Follow up on invoice discrepancies, missing documentation, and outstanding approvals as needed.
• Complete assigned end-of-month (EOM) documentation and turnover, including grease books or run tickets, according to established responsibilities.
• Maintain organized electronic and physical filing systems for invoices and operational records.
• Provide administrative support to field personnel and foremen for documentation and reporting needs.
• Assist operators, consultants, and vendors with basic administrative questions and concerns as needed
• Draft correspondence and prepare reports related to assigned administrative and operational responsibilities.
• Maintain open and active communication with administrative team regarding task completion and offer cross-duty support as needed
• Perform other related administrative duties as assigned.

Knowledge, Skills & Abilities

• High school diploma or equivalent preferred.
• 3+ years of administrative experience preferred.
• Proficiency in Microsoft Office applications, email, data entry, and electronic document management.
• Ability to use or learn OpenInvoice and ProdView in support of invoice processing and field operations.
• Strong attention to detail and organizational skills, particularly in invoice coding, verification, and operational recordkeeping.
• Strong written and verbal communication skills, including the ability to prepare professional correspondence and reports.
• Ability to prioritize competing responsibilities, meet deadlines, follow established procedures, and maintain accurate documentation with minimal supervision.
• Ability to work collaboratively with administrative personnel, field staff, foremen, vendors, and corporate office contacts.
• Maintain a valid driver's license and an acceptable driving record in accordance with company requirements to operate company vehicles as needed.

Equal Opportunity Employer

Prospective employees will receive consideration without discrimination because of race, color, religion, marital status, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, veteran status, disability, or genetic information.

Pay: $1.00 - $2.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person