Administrative Assistant - Houston, United States - Adroit Partners

Description

Job Description

Be visionary

Marine Seismic company provides enabling technologies for industrial growth markets that require advanced technology and high reliability. These markets include aerospace and defense, factory automation, air and water quality environmental monitoring, electronics design and development, oceanographic research, deepwater oil and gas exploration and production, medical imaging and pharmaceutical research.

We are looking for individuals who thrive on making an impact and want the excitement of being on a team that wins.

Job Description

Job Summary:

This position performs a variety of complex administrative functions. Relieves managers or executives of administrative type functions. May handle a wide variety of situations and conflicts involving the clerical and administrative function of the warehouse. Consistently works on complex assignments requiring independent action and a high degree of initiative to resolve issues. Acts independently to determine methods and procedures on new assignments.

Detailed Description:

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Read and route incoming mail. Prepares outgoing mail and correspondence, including e-mail and faxes.
• Prepare advanced correspondence including letters, memoranda, and reports. Makes copies or scans correspondence or other printed materials as applicable.
• Organizes and maintains file systems and files correspondence and other records.
• Coordinates and arranges meetings, prepares agendas, reserves, and prepare facilities, and records and transcribes minutes of meeting.
• May handle a wide variety of situations and conflicts involving the clerical and administrative functions of the warehouse.
• Responsible for confidential and time sensitive material.
• Coordinates activities between departments and outside parties. Will work closely with Procurement and Quality Control. Contacts company personnel at all organizational levels to gather information and prepare reports.
• Review, verify, and confirm Receiving documents such as certs, packaging lists, etc.
• Review, verify, and confirm Shipping documents.
• Responsible for arranging and generating documents for Return to Vendor, Supplier Material, and Customer Owned shipments.
• Conducts research, analyzes data, determines approach, compiles, and prepares reports/recommendations for management decision making.
• May track and verify accuracy of inventory, counts and location, by physically counting and identifying inventory withing specific locations.
• May control issuing/receipt of inventory from/into stocking locations by following prescribed processes and handling procedures. May include material identification, counting, transporting, and packaging for end user or storage.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Responsible for stocking and ordering office, warehouse, and shipping supplies.
• Ensure operation of equipment by completing preventative maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.

Other Essential Duties

• Maintain and update ERP and database of products.
• Create and distribute work procedures, job numbers, travelers, and production identification tags.
• Create and edit spreadsheets in MS Excel.
• Prepare outgoing mail and correspondence, including email and faxes.
• Perform all other duties requested, directed, or assigned.

Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

3 years of experience in a clerical and/or administrative support role; Certificate in a specialized function or Associate's Degree in related field and/or training; or equivalent combination of education and experience.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Ability to calculate figures and amounts, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning Ability

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

To perform this job successfully, an individual should have advanced knowledge of database software, MS Office, including PowerPoint, Publisher, Outlook, Excel, and Word applications.

Other Skills and Abilities

• Oral/Written Communication – Listens and gets clarification; Responds well to questions; Records data; Writes clearly and informatively; Able to read and interpret written information.
• Teamwork – Gives and welcomes feedback; Contributes to building a positive team spirit; Supports everyone's efforts to succeed.
• Ethics – Treats people with respect; Works with integrity and ethically.
• Organizational Support – Follows policies and procedures; Supports organization's goals and values.
• Planning/Organizing – Uses time efficiently.
• Professionalism – Approaches other in a tactful manner; Accepts responsibility for own actions; Follows through on commitments.
• Quality - Demonstrates accuracy and thoroughness; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity – Meets productivity standards; Completes work in a timely manner; Strives to increase productivity.
• Safety and Security – Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and material properly.
• Adaptability – Adapts to changes in the work environment.
• Dependability – Follows instructions, responds to management direction.
• Attendance/Punctuality – Is consistently at work and on time.
• Initiative – Asks for and offers help when needed.
• Basic Knowledge of ISO and/or AS9100
• Computer competencies in Microsoft Office (Word, Excel, PowerPoint, Access), email, and ability to learn ERP systems (preferably IFS).
• Excellent verbal and written communication skills, including excellent grammar and professional writing skills.
• Excellent customer service skills.
• Must possess good interpersonal skills, good research skills, and an aptitude for learning.
• Must be able to communicate ideas and thoughts effectively and obtain pertinent information quickly.
• Occasional lifting of 35+ pounds.
• Must be able to keep sensitive and/or confidential information properly protected.

Other Qualifications

• U.S. Person for access to EAR and ITAR-Controlled Technical Data.

ITAR regulations dictate that information and material pertaining to defense and military related technologies may only be shared with US Persons unless authorization from the Department of State is received or a special exemption is used.

A "U.S. person" can be:

• A U.S. citizen;
• A permanent resident who does not work for a foreign company, a foreign government, or a foreign governmental agency/organization;
• A political asylee;
• A part of the U.S. government, or
• A corporation, business, organization, or group that is incorporated in the United States under U.S. law.

A foreign person is any person who is not a lawful permanent resident of the US and includes foreign governments and organizations.

This company and all of our employees are committed to conducting business with the highest ethical standards. We require all employees to comply with all applicable laws, regulations, rules and regulatory orders. Our reputation for honesty, integrity and high ethics is as important to us as our reputation for making innovative sensing solutions.

This company is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or veteran status, age, or any other characteristic or non-merit based factor made unlawful by federal, state, or local

Company Description