Administrative Assistant II - Houston, TX

Administrative Assistant II

We are seeking a detail oriented, self-motivated Administrative Assistant II to support our fast-paced Construction Materials Testing (CMT) department in Houston. This is more than a traditional administrative role. You'll play an important part in keeping projects, reports, billing, and daily operations moving forward. As our team transitions to Vantagepoint, you'll help support new workflows involving project setup, reporting, activity tracking, invoicing, and month end billing. We're looking for someone who enjoys learning new systems, managing multiple priorities, catching the details others may miss, and taking ownership of their work. For the right person, this is a great opportunity to take on a new challenge and grow into broader responsibilities within the department.

Responsibilities:

• Learn and become proficient in Vantagepoint, supporting project and administrative workflows as our team transitions to the new system.
• Set up new projects and ensure project information and documentation are entered accurately and completely.
• Prepare, type, format, proofread, and finalize technical reports, identifying and correcting errors before reports are issued.
• Track daily activity sheets associated with active projects and ensure required information is complete and accounted for.
• Support month end billing and invoicing, including gathering and organizing the documentation needed to keep billing on schedule.
• Upload invoices, waivers, and other required documentation into customer and vendor portals while monitoring for accuracy and completion.
• Maintain organized and accurate project records while managing multiple deadlines and competing priorities.
• Work closely with project managers, field personnel, and administrative team members to obtain missing information and resolve documentation or billing discrepancies.
• Assist with front desk coverage as needed, including greeting visitors, answering calls, and helping direct internal and external inquiries.
• Help identify missing information, inconsistencies, or potential issues before they create delays in reporting, project administration, or billing.
• Take ownership of assigned tasks and follow them through to completion with minimal supervision.
• Prioritize time sensitive requests while maintaining accuracy in a fast paced environment with a high volume of active projects.
• Communicate professionally with internal teams, clients, vendors, and other business partners as needed.

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