Administrative Assistant

Administrative Assistant

The Administrative Assistant is responsible for providing administrative support to management and employees while ensuring efficient operation of the office. This position performs a variety of clerical, organizational, and administrative duties to support daily business operations within the oil and gas industry. The Administrative Assistant is expected to demonstrate a commitment to Titan Energy Services, LLC's Mission and Core Values, comply with all company policies, safety requirements, and applicable federal and state regulations, and always represent the company in a professional and courteous manner.

Role and Responsibilities

• Provide administrative support to management and staff across multiple departments.
• Answer and direct incoming telephone calls, take messages, and respond to routine inquiries.
• Greet customers, vendors, applicants, and visitors in a professional manner.
• Manage incoming and outgoing mail, packages, and deliveries.
• Prepare, edit, format, and distribute correspondence, reports, forms, and other business documents.
• Maintain organized filing systems, both electronic and paper.
• Assist with data entry, document tracking, and record retention requirements.
• Maintain office supplies inventory and coordinate purchasing of office materials.
• Assist with onboarding paperwork and administrative support related to Human Resources activities.
• Support payroll, accounting, and billing functions by gathering and organizing required documentation.
• Coordinate and assist with company meetings, training events, and employee functions.
• Generate reports and spreadsheets as requested by management.
• Assist with special projects and other administrative duties as assigned.
• Assist Accounts Receivable (AR) with recording invoices/revenue into Titan accounting system in a timely manner, in accordance with contract obligations and in the correct time period.
• Assist AR with pulling payment invoices according to remittance paperwork and file according to company.
• Assist with editing/changing tickets as requested by the AR Coordinator; code tickets specific to each customer process; scan paperwork and save files according to customer process sheets.
• Perform purchase order lookup and add costs of billable purchases.
• Assist with tracking costs to ensure receipts are fully billed before accepting new invoices with new charges.
• Ensure confidentiality of sensitive company and employee information.
• Communicate effectively and professionally with employees, customers, vendors, and management.
• Conform to and ensure compliance with company policies and procedures.

Qualifications and Education Requirements

• High School Diploma or equivalent required.
• Minimum of one (1) year of administrative office experience preferred.
• Experience within the oil and gas industry is preferred but not required.
• Experience with Human Resources processes and documentation is preferred but not required.
• Experience using QuickBooks is preferred but not required.
• Proficient in Microsoft Office applications, including Word, Excel, and Outlook.
• Ability to learn and utilize company software systems and technology platforms

Personal Skills

Candidate must have:

• Strong organizational and time management skills with exceptional attention to detail.
• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
• Excellent written and verbal communication skills.
• Strong interpersonal and customer service skills.
• Professional demeanor with the ability to maintain confidentiality.
• Ability to work independently and as part of a team.
• Strong problem-solving skills and ability to adapt to changing priorities.
• Dependable work ethic with a positive attitude and willingness to assist where needed.
• High level of accuracy and commitment to quality work.
• Ability to maintain professionalism when interacting with employees, customers, vendors, and the public.

Benefits

• 100% Employer paid medical insurance - including spouses and dependents
• 100% Employer paid dental insurance - including spouses and dependents
• 100% Employer paid vision insurance - including spouses and dependents
• 100% Employer paid group life insurance
• 100% Employer paid long term disability insurance
• Health Savings Accounts
• Supplemental short term disability insurance
• Voluntary Life and AD&D Insurance
• 401(k) retirement plan - 4% Employer match after 1,000 hours worked
• Paid time off
• Bonuses