Job Details

Title: Administrative Assistant
Location: Houston, TX (100% Remote)
Duration: 12 Months Contract
Hours/schedule: Mon-Fri - 8 AM - 5 PM (EST/CST)
Description:

• Coordinates documents and gathers and inputs data related to assigned administrative support duties for a team, department, function, or other organizational leader/group.
• Performs activities under a moderate degree of supervision.

• Provides administrative support by conducting research, preparing statistical reports, and addressing routine information requests.
• Gathers, compiles, and verifies information and enters it accurately into documents such as reports, presentations, or forms; and office systems such as databases or spreadsheets.
• Assists with data collection, data entry, and report generation on various departmental-related activities.
• Assists with associate functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings.
• Responds to, or redirects, routine inquiries from external or internal sources about the organization/department, its activities, or processes so callers/visitors are answered promptly and accurately.
• Prepares documentation for payment of vendors, suppliers, and other third parties as applicable; submits documentation and enters requests for payments into the accounting system; responds to inquiries from accounts payable and payees.
• Documents and maintains departmental policies and procedures.
• Participates as a team member on department-related business improvement assignments and projects as needed.
• Performs other routine administrative activities as needed per the established procedures of the organization and/or department.

• Upload and structure existing calibration data from supplier spreadsheets into the Equipment Manager application.
• Scope includes ~20,000 line items across 80-100 locations using standardized work instructions developed by the Calibration team.
• Clean and standardize raw supplier data to align with the SharePoint data structure.
• Prepare and upload formatted datasets to ensure accurate system integration.

• Partner with branch teams to ensure all remaining calibration data is uploaded and validated within the Equipment Manager system.

• Manage the creation and submission of approximately 200 calibration-related purchase orders annually through Ariba, following established teamwork instructions.

• Support the centralization and organization of calibration certificates to ensure accessibility, traceability, and compliance.

• Track and follow up on load bank and dynamometer calibration schedules, ensuring timely completion across all applicable sites.

• Excel
• Microsoft Platforms
• Work Independently (self-starter)

• The manager is looking for candidates who have previous remote work experience and a reliable remote setup.
• They should have a dedicated workspace that is quiet and free from distractions.
• When the manager is ready to move forward, the next step will be a 1-hour Zoom panel interview.

• Excel (Medium -Advanced): Data cleaning, formatting, and transformation (VLOOKUP/XLOOKUP, pivot tables, formulas).
• Attention to Detail: Spot inconsistencies in raw supplier spreadsheets.
• Process Adherence: Follow work instructions precisely.
• Communication (Written & Verbal): Clear, professional outreach to multiple stakeholders.
• Document Management: Organizing, uploading, and naming.
• Self-Starter: Able to work independently with minimal supervision.

• Minimum: High school diploma or GED

• At least 2 years in an admin position (Admin tools like Excel, SharePoint, and document management systems)