Office Assistant​/Project Administrator

OVERVIEW

The Office Assistant role has been developed to support the daily operations of the Vertex Resource Services division.

The Office Assistant actively reports to the Manager – Financial Systems – Consulting, overseeing the Vertex Resource Services Inc. team they are supporting.

• Minimum 1-5 years of Accounting (AP/AR/Billing) knowledge.
• Good understanding in:
  Engineering/Geotechnical/Oil & Gas/Construction Industry, third party billing and coding, setup and maintenance of client/vendor files is an asset.
• Experience with Invoicing submission platforms desirable but not necessary.
• Intermediate Microsoft Office – specifically Excel and Nitro PDF skills are required, i.e. formulas, pivot tables, charts/graphs, formatting.
• Must have excellent communication skills working with multiple stakeholders.
• Ability to work in a fast-paced environment.
• Proficient at data entry with speed and accuracy.
• Strong multi-tasking skills with an ability to prioritize work and effectively meet deadlines.
• Strong team building and relationship skills.
• Ability to work independently, focus oriented and self-motivated.
• Working knowledge of Deltek VantagePoint software is a definite asset.

• Processing of full cycle accounts receivable/accounts payable.
• Initiate project within Vertex systems (Vantagepoint, Elm Tree, Teams, etc.) in consultation with Project Managers.
• Manage invoicing processes for various Vertex clients as assigned.
• Independent reparation of draft invoices for approval and sign off.
• Communication with project managers.
• Maintains and monitors project budgets, and expenditures.
• Respond and provide support to various requests and inquiries from internal team members and clients.
• Communicate any discrepancies to internal and external customers.
• Provides administrative support as needed.
• Point of contact for services required at office/Reception.
• Procure products to maintain inventory levels of all supplies used by operations in day-to-day work functions.
• Maintain equipment and equipment listings for equipment at Vertex office.
• Assist with onboarding of new staff. Act as liaison between HR and operations group to book required training and provide office specific information.
• Liaise with Vertex Corporate Shared Services for office needs (Corporate IT Group, Fleet, Safety, Facilities, Landlord).
• Other duties as directed by your direct supervisor or manager.

This position will be based out of our Conroe Texas office.

• Compensation is commensurate with education and experience.
• Medical and dental insurance.
• Company Paid Time Off (PTO).
• Retirement savings plans (401k).
• Excellent company culture.