Admin Assistant III

Administrative Assistant

Acuren is currently seeking an Administrative Assistant to support our operation in Longview, TX. This is a 100% onsite role.

Administrative Assistant Level III positions involve significantly complex and/or supervisory program support work. Jobs at this level perform administrative work that has a high degree of autonomy/responsibility for ensuring that support activities meet the needs of the company. These jobs are typically responsible for developing and establishing work methods in their area of expertise and the work requires a sound knowledge of the practices and procedures of their program area. Supervision of subordinate staff in the area is often a responsibility of these jobs.

Responsibilities

Administrative and program support to the office and/or program area

• Overseeing the scheduling of meetings, receiving and processing of mail and faxes to ensure items go to the correct party,
• Preparing, proofreading and editing correspondence (forms, letters, spreadsheets, presentations, etc.).
• Providing information and interpretation of administrative processes and procedures such as travel and expenses, pay and benefits, training, etc. to support staff.
• Coordinating purchase of office supplies, courier services, office equipment repair and maintenance, telephone issues and facility related needs.
• Coordinating all facility management issues (building access, electrical and mechanical, office renovations, furniture moves, etc.

Providing and coordinating support to program areas that may include:

• Implementing effective office practices and processes and ensuring ongoing effectiveness of same.
• Scheduling, tracking and uploading training documentation
• Ensuring accurate data input into various program specific databases (e.g.: onboarding, training, etc.).
• Preparing and remitting monthly metrics reports, accruals for accounts payable, invoicing, etc.
• Preparing and reviewing accounting and productivity reports.
• Responding to customer and employee enquiries related to claims, invoices, purchase orders and office maintenance and processes.

Accounting Support

• Analyzing DTR information for accuracy prior to generating invoices;
• Receiving and ensuring legal review of purchase orders and/or work order acknowledgements, and ensuring sign off by client;
• Assisting Finance Administrators with AR Collection issues and/or processing of requisitions and AP invoices;
• Entering and reviewing weekly time reports and expenses into system.

Providing supervision to support staff by:

• Planning, assigning and evaluating work
• Providing training to support staff as needed to ensure work is completed
• Setting performance goals, completing progress reviews and annual appraisals for each employee supervised
• Ensuring that administrative and support services is provided to the program area as required

Other work duties as assigned.

Requirements

The position requires sound knowledge and understanding in the following areas:

• Extensive knowledge of the program specialty area and in-depth knowledge of related practices and standards
• Sound working knowledge of the overall business of the company and the impact of the program specialty on supporting those business objectives
• In depth working knowledge of company software applications and related office systems (e.g.: Microsoft Office, SQL, Concur, MAS500, CMD, Quickbase, E-Requester, etc.)
• Thorough understanding of collective agreement terms and conditions

The position requires the following skills and abilities:

• Highly developed interpersonal and communication skills
• Well-developed problem solving skills to solve a range of common and unusual work problems which may require the development of innovative and creative solutions
• Ability to organize, prioritize and coordinate multiple assignments/tasks within a team in a timely and effective manner
• Consistently demonstrates understanding of, and compliance with, responsibilities under the provincial Occupational Health and Safety Acts and Regulations, and Acuren Safety and Quality Management Systems, policies and procedures.

Education:

• The position requires a post-secondary diploma with 3-5 years of related experience.

Benefits

• Competitive Salary
• Medical, dental, and supplemental insurance
• 401K Plan
• Paid Holidays
• Paid Time Off

Working Conditions

• Office environment with limited physical effort, continuous mental effort, and frequent complex requests for assistance.
• Travel may be required.

Physical Job Requirements & Demands:

• Sitting for extended periods of time

Company Overview

Acuren is a trusted, single source provider of technology-enabled asset protection solutions used to evaluate the structural integrity of critical energy, industrial and public infrastructures. Committed to delivering a Higher Level of Reliability, Acuren provides an unrivaled spectrum of capabilities including inspection, traditional and advanced NDE/NDT, failure analysis, rope access, materials engineering, field engineering, reliability engineering, drones, robotics, V-Deck and condition-based monitoring services.

Our work is critical to the integrity and safety of industrial firms, including petroleum refinery, pipeline, power generation, pulp & paper, mining, pharmaceutical, aerospace and automotive industries. Acuren employs over 4,000 dedicated professionals supporting the mechanical integrity and inspection programs of the world's largest industrial segments.

Acuren is a market leader. Our formula for success is straightforward: be capable locally, with certified and well-equipped personnel supported by trained, experienced leaders. Continuing to build on a strong heritage of safety, quality and professionalism, Acuren strives to maintain incident free work environments, pursues advanced technical developments, and supports reliability programs that are valued by clients and employees.