Administrative Assistant
US-TX-Midland
Acuren Careers (External)
Req #: 14690
Type: Regular Full-Time
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Overview: Acuren is a trusted, single source provider of technology-enabled asset protection solutions used to evaluate the structural integrity of critical energy, industrial and public infrastructures. Committed to delivering a Higher Level of Reliability, Acuren provides an unrivaled spectrum of capabilities including inspection, traditional and advanced NDE/NDT, failure analysis, rope access, materials engineering, field engineering, reliability engineering, drones, robotics, V-Deck and condition-based monitoring services. Our work is critical to the integrity and safety of industrial firms, including petroleum refinery, pipeline, power generation, pulp & paper, mining, pharmaceutical, aerospace and automotive industries. Acuren employs over 4,000 dedicated professionals supporting the mechanical integrity and inspection programs of the world's largest industrial segments. Acuren is a market leader. Our formula for success is straightforward: be capable locally, with certified and well-equipped personnel supported by trained, experienced leaders. Continuing to build on a strong heritage of safety, quality and professionalism, Acuren strives to maintain incident free work environments, pursues advanced technical developments, and supports reliability programs that are valued by clients and employees. #LI-YC1 Responsibilities: Administrative and program support to the office and/or program area * Overseeing the scheduling of meetings, receiving and processing of 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: * Assist with implementing effective office practices and processes and ensuring ongoing effectiveness of same. * Scheduling, tracking and uploading training documentation * Ensuring accurate data input into various program specific databases (e.g.: onboarding, training, etc.). * 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, and ensuring sign off by client; * 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. * Assisting Finance Administrators with Accounts Receivable and/or Billing. Qualifications: KNOWLEDGE, SKILLS & ABILITIES: The position requires sound knowledge and understanding in the following areas: * Sound working knowledge of the overall business of the company and the impact of the program specialty on supporting those business objectives * In depth working knowledge of company software applications and related office systems (e.g.: Microsoft Office, SQL, Concur, MAS500, CMD, Quickbase, E-Requester, etc.) * Thorough understanding of collective agreement terms and conditions * Knowledge of accounts receivable and billing processes * Familiarity with submission systems such as Open Invoice, Ariba, and Actian preferred The position requires the following skills and abilities: * Highly developed interpersonal and communication skills * Well-developed problem solving skills to solve a range of common and unusual work problems which may require the development of innovative and creative solutions * Ability to organize, prioritize and coordinate multiple assignments/tasks within a team in a timely and effective manner * Proficiency in accounts receivable and billing operations * Familiarity with submission systems such as Open Invoice, Ariba, and Actian preferred EDUCATION: * This position requires a secondary school diploma with a minimum of three (3) years of related administrative experience. * Related post-secondary training would be considered as asset.
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