Administrative Assistant

Job Description

Job Description

We are looking for an Administrative Assistant to support commercial and operational activities for a growing organization in the energy and natural resources sector in Houston, Texas. This contract position with permanent potential is ideal for someone who excels in a fast-paced environment, brings strong attention to detail, and can manage sensitive documentation and transactional data with accuracy. The role will contribute to contract administration, trade support, and cross-functional coordination while helping maintain efficient, compliant business processes.

Responsibilities:
• Accurately record refined product trade activity and related updates in designated business systems, including handling more complex entries with limited oversight.
• Prepare, distribute, and track transaction confirmations while ensuring documentation is completed promptly and correctly.
• Examine external confirmations, identify inconsistencies, and work independently to resolve outstanding issues.
• Create and maintain contract records across multiple platforms, ensuring information remains complete, current, and aligned between systems.
• Oversee the contract repository by monitoring important milestones, renewal dates, and other time-sensitive obligations.
• Coordinate the end-to-end contract process from internal routing through final execution, ensuring approval requirements and authorization standards are followed.
• Drive initiatives that improve workflows, support automation, and increase overall operational effectiveness across teams.
• Partner with accounting personnel during monthly close by compiling supporting notes, validating details, and assisting with related reconciliation activities.
• Work collaboratively with stakeholders across business functions, provide day-to-day guidance, and help maintain clear procedures, training support, and team coverage as needed.