Admin Assistant III

Position Summary

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. These jobs have a high degree of autonomy/responsibility for ensuring that support activities meet the needs of the company, developing and establishing work methods in their area of expertise, and may supervise subordinate staff.

• Administrative and program support to the office and/or program area.
• Overseeing the scheduling of meetings, receiving and processing 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 the 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, 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, setting performance goals, completing progress reviews and annual appraisals.
• Other work duties as assigned.

• Knowledge and understanding: extensive knowledge of the program specialty area and related practices and standards; sound working knowledge of overall business; in‑depth knowledge of company software applications (Microsoft Office, SQL, Concur, MAS
  500, CMD, Quickbase, E‑Requester, etc.); thorough understanding of collective agreement terms and conditions.
• Skills and abilities:
  
  highly developed interpersonal and communication skills; well‑developed problem solving skills to solve a range of common and unusual work problems; 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:
  
  post‑secondary diploma with 3-5 years of related experience.

• Competitive Salary
• Medical, dental and supplemental insurance
• 401(k) Plan
• Paid Holidays
• Paid Time Off

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

• Sitting for extended periods of time.