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  • Job reference: RMS0102807

Administrative Assistant / Office Coordinator

  • Sector: Engineering
  • Location: Houston
  • Job type: Permanent
  • Date posted: 15/11/2011
This vacancy has now been filled.

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The Company:
Internationally respected designer and manufacturer of flow line connecting solutions.

The Role:

Working under the supervision of the General Manager, the full‐time
Administrative Assistant / Office Coordinator oversees and manages all office procedures and other tasks as assigned by the General Manager.

Duties and Responsibilities:

1. Oversee all aspects of general office coordination.
2. Maintain office calendar to coordinate work flow and meetings.
3. Maintain confidentiality in all aspects of client, staff and company information.
4. Monitor and assist with maintenance of the organization’s website.
5. Interact with clients, vendors and visitors.
6. Answer telephones and transfer to appropriate staff member.
7. Open, sort and distribute incoming correspondence, including faxes and email.
8. Sign for and distribute UPS/FedEx or similarly delivered packages.
9. Prepare responses to correspondence containing routine inquiries.
10. Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing, and filing.
11. File and retrieve organizational documents, records and reports.
12. Coordinate and maintain records for staff, office space, telephones, parking, company credit cards and office keys.
13. Coordinate and direct office services, such as records, budget preparation, personnel and housekeeping.
14. Create and modify documents such as invoices, reports, memos, letters and financial statements using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office, PeachTree or other programs.
15. May conduct research, compile data and prepare papers for consideration and presentation to the General Manager, staff and Board of Directors
16. Set up and coordinate meetings and conferences.
17. Prepare agendas and make arrangements for committee, Board or other meetings.
18. Interact with the organization’s Board of Directors.
19. Attend Board, committee meetings or other meetings as requested in order to record minutes.
20. Compile, transcribe and distribute minutes of meetings.
21. Make travel arrangements for staff, Board and contractors.
22. Collect and maintain inventory of office equipment and supplies.
23. Research, price and purchase office furniture, equipment and supplies.
24. Arrange for the repair and maintenance of office equipment.
25. Support staff in assigned project‐based work.
26. May supervise contractors and other support personnel.
27. Assists in special events, such as fundraising activities leadership meetings.
28. Assist with overall maintenance of the organization and its offices.
29. Work area should be kept clean and tidy at all times.
30. Other duties as assigned by General Manager

Knowledge, Skills and Abilities:

1. Computer literate.
2. Good writing, analytical and problem‐solving skills.
3. Knowledge of principles and practices of organization, planning, records management and general administration.
4. Ability to communicate effectively.
5. Ability to operate standard office equipment, including but not limited to, computers, telephone systems, typewriters, calculators, copiers and facsimile machines.
6. Ability to follow oral and written instructions.

Essential Skills / Qualifications:
Minimum Qualifications:

1. At least three (3) years experience in general office responsibilities and procedures.
2. Must be computer literate.
3. Knowledge of principles and practices of basic office management and organization.
4. Knowledge of the basic principles and practices of bookkeeping.
5. Ability to work well either alone or as part of a team.
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