Administrative Assistant

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Compensation Grade

INEOS Group

INEOS is a global chemical, manufacturing, and energy company. It comprises of 36 businesses, spanning across 194 sites and 29 countries, employing 26,000 people worldwide. Our core values include excellence in safety, health and environmental performance; Encouragement of innovation, entrepreneurship and reward for achievement and empowering employees to create real value.

Job Title

Administrative Assistant

Business Unit

INEOS Energy Trading USA, part of INEOS Energy division

Location        

Houston

Summary of Position

The successful administrative assistant is an energetic professional who enjoys assisting with a wide variety of tasks. The person will manage assigned administrative duties and support team-related tasks.  The person must be able to work independently with little or no supervision, be well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

Responsibilities AND Accountabilities

• Point person for office maintenance, mailing, shipping, supplies, equipment, bills, and errands.
• Manage relationships with office service providers and landlord, ensuring that all items are completed, invoiced, and paid on time.
• Monitor and track monthly invoices for business counterparties.
• Prepare and track purchase orders, vendor/customer set up, and onboarding (KYC, bank verification, etc).
• Monitor office supplies inventory, equipment, and place orders as necessary. Oversee the day-to-day operations of the office.
• Review and approve office supply, and equipment acquisitions.
• Ensure that the office is clean and well-maintained, and that maintenance and repairs are performed as needed.
• Partner with HR to maintain office policies as necessary and ensure that health and safety policies postings are up to date and oversee adherence to office policies and procedures.
• Coordinate with IT department on all office equipment.
• Assist with administrative tasks, such as scheduling meetings, setting up equipment for remote meetings and ordering .
• Support on-boarding new employees, which includes equipment set-ups, parking, security badge, etc.
• Organizing company events, scheduling visitor meetings and coordinating staff travel. 
• Assisting team with special projects when needed.

Qualifications

• High school diploma with experience in office management or recent college graduate.
• Proficient in Microsoft Office.
• Knowledge of accounting, data, and administrative management practices and procedures, a plus.
• Excellent time management skills and ability to prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.

 Behavioral Skills

• Eagerness to learn new skills and ability to adapt to new situations.
• Team player with a flexible ‘can do’ attitude.
• High energy levels and a hands-on approach.
• Maintain close contact with international team members.
• Proactively identify and communicate potential issues with the appropriate teams or stakeholders.
• Excellent people skills to interact with external and internal contacts both at all levels.