Administrative Assistant

Administrative Assistant

The Administrative Assistant provides comprehensive administrative, office management, and operational support for the integrated Power US Business Unit of GRP. This role is responsible for ensuring efficient day-to-day business operations, coordinating employee onboarding and offboarding, managing office facilities and vendor relationships, supporting corporate events, and overseeing administrative services. The position also plays a key role in procurement and financial administration by creating and managing vendors and Purchase Orders through Microsoft Business Central (MBC), researching and reconciling invoice data, resolving payment-related issues, and supporting budget tracking and reporting. The Administrative Assistant provides high-level administrative, executive, and operational support to leadership while coordinating with employees, vendors, and service providers to ensure the efficient execution of business activities and compliance with TotalEnergies policies, HSE requirements, and ethical standards.

TotalEnergies is a major energy company, which produces and markets fuels, natural gas and low-carbon electricity. Over 100,000 employees are committed to better energy that is safer, more affordable, cleaner and accessible to as many people as possible. Active in more than 120 countries, TotalEnergies ambition is to achieve carbon neutrality by 2050 or sooner. The US Government is engineering a major transformation of the US economy with ambitious goals to cut GHG emissions in half by 2030 and reach net-zero emissions by 2050.

Key Responsibilities

• Houston Office Operations & Facilities Management
• Oversee daily office operations and administrative services on 13th floor.
• Coordinate office space planning, seating assignments, and workspace optimization.
• Ensure office facilities are maintained in a safe, clean, and professional condition.
• Coordinate maintenance requests and office service providers with General Services.
• Support business continuity and workplace experience initiatives.

Administrative & Office Management

• Provide as-needed administrative support to Houston based CODIR members.
• Establish and improve administrative processes and procedures.
• Coordinate meetings, events, and corporate activities.
• Support and provide back up to office admins in Austin and Berkley as needed.
• Maintain confidentiality of sensitive employee and business information.
• Manage the P-card and BTA Amex cards to ensure payment on time and appropriate record keeping and approval

Employee Support

• Coordinate onboarding and offboarding activities in partnership with HR, IT, Security, and Facilities.
• Manage employee access requests, parking, building access, office services, and related administrative tools.
• Support employee travel booking and expense administration when needed
• Assist with system access and profile management activities

Vehicle Fleet Support

• Provide first line support to field teams in managing the vehicle fleet
• Work with General Services to ensure accuracy of fleet billings
• Manage vehicle ordering processes and ensure coordination on new vehicle deliveries

Event & Corporate Support

• Lead planning and execution of employee meetings, town halls, recognition events, and corporate functions.
• Support executive visits and external stakeholder meetings.
• Coordinate logistics for training sessions and team activities.

Operational & Financial Support

• Support implementation and continuous improvement of administrative systems and tools.
• Prepare reports, presentations, and correspondence for management.
• Create and maintain vendors within MBC.
• Create and manage Purchase Orders.
• Research invoice data and resolve invoice and payment discrepancies.
• Assist with budget tracking, reporting, and cost monitoring.
• Coordinate with Finance, Procurement, and Accounts Payable teams to support operational efficiency.

Candidate Profile

Education/Qualifications:

• 5+ years progressively responsible experience in executive support, office administration, or business operations.
• Ability to adapt to frequent changes in priorities, to manage multiple diverse tasks, to maintain accuracy and to meet tight deadlines.
• Strong technical skills and proficiency in SAP, MBC, Concur, Microsoft Excel, and related business systems.
• Flexibility to adjust plans, work style, and methods as needed.
• Experience in creating Purchase Orders and managing vendor data within SAP, MBC, or similar ERP/procurement systems preferred.
• Experience researching invoices, resolving payment discrepancies, and coordinating with Accounts Payable.
• Strong understanding of procurement and invoice workflows.
• High attention to detail and data accuracy.
• Ability to analyze invoice and purchase order data and identify discrepancies.
• Strong organizational, project coordination, vendor relationship management skills, and multitasking abilities.

Additional Information

TotalEnergies valorise la diversité, promeut le développement individuel et offre des opportunités d'emploi égales à tous les candidats.

Working at TotalEnergies At TotalEnergies we are committed to balancing flexibility while fostering strong relationships among our team members. Our office-based employees work together from dynamic workspaces 3 days per week to build teamwork through collaboration while also having the flexibility to work from home 2 days per week. TotalEnergies Renewables USA currently has offices in Berkeley, Boston, Austin, and Houston. What We Provide TotalEnergies offers a robust comprehensive benefits package available to employees on the first day of hire. These benefits include but are not limited to generous PTO, medical, dental & vision care, HSA with company contributions, health FSA, commuter benefits or paid parking, 401(k) plan with employer match, enhanced 401(k) plan, life & accident insurances, generous parental leave, education assistance, fitness subsidy and more.

International Consideration

TotalEnergies regrets that it is unable to sponsor employment Visas or consider individuals on time-limited visa status for this position.