administrative assistant

office administrator

office assistant

operations manager

receptionist/administrative assistant Jobs in Houston

receptionist/administrative assistant

office manager

Helm Grow

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 <p>
  Helm Specialist Recruitment is exclusively partnering with a leading shipping and logistics business to hire a Logistics Office Manager. The role will be based in their Houston office.
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  The Logistics Office Manager will oversee the efficient day-to-day management of the logistics department, including team leadership, transportation planning and process optimization. This role is central to improving operational efficiency, reducing costs, and enhancing service delivery, while using data and reporting to drive informed decision-making.
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  <br/>
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  You will collaborate closely with suppliers, carriers, and third-party providers to ensure smooth operations and negotiate favourable terms, while ensuring full compliance with transport regulations, safety standards, and import/export requirements. The role also involves maintaining accurate shipment documentation, resolving logistical issues, and proactively managing supply chain risks.
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  Candidates should bring strong experience in logistics and supply chain management, along with proven leadership, analytical, and problem-solving skills. Proficiency in logistics systems and Microsoft Office is essential and experience in project management or relevant qualifications will be advantageous.
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  <br/>
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  This is a great opportunity to join a company that values its people, promotes excellence, and is committed to long-term partnerships and sustainable business practices.
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Logistics Office Manager

Skin.Theory Houston

<p>SKIN.Theory Houston is a boutique, results driven medical aesthetics studio generating $1 to $1.5M annually and continuing to scale. Our providers specialize in injectables, advanced skin treatments, laser therapies, and customized aesthetic services designed to deliver exceptional patient outcomes.</p><p>As patient volume continues to grow, we are seeking a highly organized, systems driven Office Manager to lead operational excellence and support a high performing clinical environment.</p><p>This is a leadership role. The Office Manager will work directly with ownership to maintain operational structure, enforce policies, improve accountability, and ensure systems support sustainable growth.</p><p>The right candidate is detail oriented, financially disciplined, and comfortable leading a team while maintaining the smooth daily flow of a busy medical aesthetics practice.</p><p>Position Overview</p><p>The Office Manager oversees the operational infrastructure of the clinic, including financial coordination, payroll administration, compliance tracking, inventory management, KPI monitoring, and systems integrity.</p><p>This role also manages front desk operations, supervises administrative staff, supports marketing initiatives, and ensures a consistent, elevated patient experience.</p><p>The Office Manager has authority to enforce clinic policies and approve refunds up to $XXX within established guidelines.</p><p><b>The goal of this position is simple:</b></p><p>Create structure, strengthen accountability, and support scalable growth.</p><p><i>Core Responsibilities</i></p><p><b>Financial &amp; Administrative Coordination</b></p><p>Oversee biweekly payroll processing and verify provider commission calculations prior to submission<br/>Track PTO balances and timekeeping accuracy<br/>Coordinate financial documentation and reporting for the CPA<br/>Maintain invoice tracking and vendor payment schedules<br/>Prepare partner distribution summaries for ownership review<br/>Approve refunds within policy guidelines and escalate larger requests<br/>Ensure monthly reporting and financial summaries are completed by the 10th of each month<br/>Maintain accurate bookkeeping records and assist with budget tracking</p><p><b>HR &amp; Compliance Oversight</b></p><p>Maintain up to date provider licenses, CEUs, CPR certification, and OSHA compliance<br/>Maintain MSDS binder and equipment maintenance logs<br/>Coordinate annual Medical Director documentation and compliance requirements<br/>Maintain employee records and training documentation<br/>Facilitate monthly team meetings and coordinate quarterly performance evaluations<br/>Support employee onboarding, training, and development<br/>Ensure clinic SOPs are reviewed and updated annually</p><p><b>Inventory &amp; Cost Control</b></p><p>Conduct weekly inventory audits and injectable counts<br/>Monitor product expiration dates and investigate discrepancies<br/>Forecast quarterly product orders based on patient demand trends<br/>Track monthly cost of goods sold (COGS) and report findings to ownership<br/>Coordinate with vendors on pricing, supply orders, and product availability</p><p><b>Marketing &amp; Growth Support</b></p><p>Attend weekly marketing coordination meetings with leadership<br/>Ensure quarterly promotions are finalized at least 30 days prior to launch<br/>Coordinate internal rollout plans before campaigns go live<br/>Track provider KPIs including service revenue, rebook rate, and retail attachment rate<br/>Deliver monthly KPI performance summaries to ownership</p><p><b>Operations &amp; Systems Management</b></p><p>Oversee daily clinic operations including front desk workflow, appointment scheduling, and patient check in and check out processes<br/>Supervise administrative staff and provide training, coaching, and performance feedback<br/>Maintain Zenoti accuracy and reporting integrity<br/>Identify scheduling inefficiencies and improve patient flow<br/>Ensure facility maintenance issues are resolved within 48 hours<br/>Manage vendor relationships and supply coordination<br/>Maintain an organized and accessible SOP library<br/>Ensure patient records and documentation are maintained according to confidentiality and compliance standards</p><p><b>Required Qualifications</b></p><p>3+ years office management experience in a medical, dental, aesthetics, or healthcare setting<br/>Experience coordinating payroll and working with a CPA or bookkeeper<br/>Experience managing inventory systems and vendor relationships<br/>Strong financial organization skills and proficiency in Excel or financial tracking tools<br/>Experience using practice management software (Zenoti preferred)<br/>Strong leadership and communication skills with the ability to hold teams accountable<br/>Ability to manage multiple priorities in a fast paced clinical environment</p><p><b>Preferred Qualifications</b></p><p>Experience in medical aesthetics, dermatology, or cosmetic practice<br/>Experience tracking and reporting operational KPIs<br/>Experience implementing operational improvements or system optimization<br/>Demonstrated history of measurable success in previous roles</p><p>Candidates should be prepared to share examples of metrics, dashboards, or operational improvements they personally implemented.</p><p><b>Ideal Candidate Profile</b></p><p>Highly organized and systems oriented<br/>Comfortable enforcing standards and operational policies<br/>Financially disciplined with strong attention to detail<br/>Calm under pressure in a clinical setting<br/>Growth minded and proactive<br/>Able to clearly articulate past results using data</p><p>Examples may include revenue growth, cost reduction, improved inventory accuracy, improved rebook rates, or operational efficiencies.</p><p><b>Interview Process</b></p><p>Final stage candidates will be asked to present examples of operational systems or initiatives they implemented in prior roles and how those efforts improved performance.</p><p>Pay: $26.00 - $32.00 per hour</p><p>Expected hours: 25.0 &ndash; 35.0 per week</p><p>Benefits:</p><ul><li>401(k)</li><li>401(k) matching</li><li>Paid time off</li></ul><p>Application Question(s):</p><ul><li>How many years of experience do you have managing operations in a healthcare office (medical, dental, dermatology, plastic surgery, or medspa)?</li><li>Which of the following responsibilities have you personally handled in a previous role? (Select all that apply)</li></ul><p>Coordinating payroll for employees<br/>Tracking PTO or timekeeping discrepancies<br/>Managing vendor invoices or expenses<br/>Preparing reports for a CPA or accountant<br/>None of the above</p><ul><li>What level of experience do you have managing inventory?</li></ul><p>I managed inventory audits and tracked discrepancies<br/>I assisted with inventory tracking<br/>I occasionally helped with inventory counts<br/>I have no inventory management experience</p><ul><li>How comfortable are you using spreadsheets to track business performance metrics (KPIs)?</li></ul><p>Very comfortable &ndash; I regularly track KPIs and create reports<br/>Comfortable &ndash; I track numbers but rarely build reports<br/>Basic spreadsheet use only<br/>Little or no spreadsheet experience</p><ul><li>What experience do you have supervising or managing staff?</li></ul><p>I have managed staff and conducted performance discussions<br/>I have supervised staff but did not lead evaluations<br/>I have worked on a team but did not supervise others<br/>I have not supervised employees</p><ul><li>Which industries have you worked in? (Select all that apply)</li></ul><p>Medical spa or aesthetics clinic<br/>Dermatology or plastic surgery office<br/>Dental or other healthcare practice<br/>Retail or hospitality management<br/>None of the above</p><p>Work Location: Hybrid remote in Houston, TX 77006</p>

Office Manager – Medical Aesthetics

Aquent

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   Office Manager / Accounts Payable Specialist
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   Location: Houston, TX (Near Galleria)
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   Schedule: On-site, 5 days/week
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   Compensation: $60K-$70K
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  Are you a service-oriented professional who takes pride in keeping things running smoothly and supporting those around you? Do you have a strong foundation in accounting, but also enjoy being the go-to person in an office&mdash;someone others rely on, trust, and turn to for help? If you&rsquo;re proactive, organized, and thrive in a role where no two days look the same, this opportunity offers a unique blend of financial oversight and operational leadership within a collaborative, growing team.
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  <strong>
   About the Company
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  Our client is a growing, global financial services firm specializing in accounting and bankruptcy-related services. With a strong U.S. presence and a highly skilled international team, they combine operational excellence with a collaborative, service-driven culture.
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  The Houston office is expanding, and this role is a critical hire to support that growth, enhance operational efficiency, and provide long-term continuity for the team.
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   The Opportunity
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  This is a
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   high-impact, hybrid role
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  combining
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   accounts payable oversight
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   office management and operational support
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  You&rsquo;ll act as a key connector across the business&mdash;supporting leadership, ensuring smooth day-to-day operations, and overseeing financial processes performed by an international accounting team.
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  This is an ideal role for someone who:
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   Understands accounting beyond just processing invoices
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   Enjoys being the &ldquo;go-to&rdquo; person in an office
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   Thrives in a collaborative, fast-moving, and service-oriented environment
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   Service-oriented mindset; approachable and helpful
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   Adaptable and flexible in a fast-paced environment
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   Strong interpersonal skills across all levels (staff to leadership)
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   Proactive communicator; follows up and takes initiative
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   Strong judgment and ability to prioritize effectively
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   Ownership mentality; takes responsibility and acts independently
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   Highly organized with strong attention to detail
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   Reliable with consistent follow-through
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   Comfortable handling multiple responsibilities simultaneously
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   Positive, team-oriented presence (&ldquo;go-to&rdquo; person in the office)
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   What You&rsquo;ll Do
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   Accounts Payable &amp; Accounting Oversight (Primary Focus)
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   Review and validate accounts payable work completed by the offshore accounting team
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   Ensure accuracy of invoice processing, coding, and financial entries
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   Understand and monitor accounting workflows, controls, and reconciliations
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   Identify discrepancies and work cross-functionally to resolve issues
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   Support financial operations with a strong understanding of end-to-end AP processes
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   Office Management &amp; Operations
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   Serve as the on-site point of contact for office operations
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   Manage incoming mail, deliveries, and office communications
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   Coordinate vendors (supplies, shredding, water service, facilities, etc.)
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   Maintain office organization, inventory, and general upkeep
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   Support internal team needs and ensure a smooth, professional office environment
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   Administrative &amp; Team Support
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   Act as a highly visible, approachable presence in the office
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   Assist leadership and owners with ad hoc requests and priorities
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   Help coordinate internal processes and ensure follow-through
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   Support a collaborative, service-first culture across the team
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   What We&rsquo;re Looking For
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    Experience in financial or highly structured industries
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   such as banking, financial services, oil &amp; gas, engineering, or large corporate environments
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   Strong
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    critical thinking skills
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   with the ability to analyze, question, and validate financial data&mdash;not just process transactions
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   Solid background in
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    accounts payable and/or accounting operations
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   , including understanding of reconciliations, GL coding, and financial workflows
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   Experience working in
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    multi-entity or complex organizational structures
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   Proven ability to
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    review and validate the work of others
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   (e.g., offshore teams, junior staff, or shared services environments)
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   Exposure to
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    audit processes, internal controls, and compliance standards
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   Ability to handle
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    non-routine, variable work
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   and shift priorities throughout the day
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   High level of
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    professionalism and polish
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   , with strong communication skills in a client-facing, high-expectation environment
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   Detail-oriented with a strong focus on
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    accuracy, organization, and accountability
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   Comfortable working in a
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    &ldquo;jack-of-all-trades&rdquo; role
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   that combines accounting, operations, and office coordination
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    Stable career history
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   with a track record of reliability and long-term commitment
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   Ability and willingness to work
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    onsite in Houston (Galleria area)
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   with a reasonable commute
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   Technical Skills
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   Familiarity with accounting systems (Microsoft Dynamics preferred)
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   Strong understanding of:
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   Invoice processing
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   General accounting workflows
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   Financial controls and checks/balances
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   What Sets You Apart
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   Service-oriented mindset&mdash;you enjoy helping others succeed
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   Highly organized and detail-oriented
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   Comfortable juggling multiple priorities and shifting demands
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   Strong interpersonal skills&mdash;you can work across all levels, including leadership
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   Proactive, dependable, and adaptable
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   Someone who naturally becomes the &ldquo;heartbeat&rdquo; of the office
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  <strong>
   Why This Role
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   High visibility and impact within a growing organization
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   Opportunity to shape and support office operations
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   Blend of accounting + people-facing responsibilities
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   Long-term stability with succession planning built in
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 </p>
 <p>
  <strong>
   Ideal Candidate Profile
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 </p>
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  You&rsquo;re someone who:
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 <ul>
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   Understands accounting&mdash;not just processing, but
   <em>
    why things work
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   Likes being in the center of an office environment
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   Can pivot quickly when priorities shift
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   Is trusted, reliable, and easy to work with
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   Brings both
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    competence and warmth
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   to a team
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 </ul>
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Office Manager / Accounts Payable Specialist

Management Controls

<div>Description:<p><br>
</p><p>This role supports company operations, executive leadership, and office effectiveness by managing administrative systems, coordinating executive activities, and overseeing office operations. The ideal candidate is highly organized, proactive, and comfortable using modern digital and AI-assisted tools to improve efficiency, communication, and decision support.</p><p>
The business is privately held with 30 years of experience, services most of the Fortune 100, and is experiencing exponential growth, which will last into the next decade. In addition to normal tech company benefits like performance bonuses, flexible PTO, stocked kitchens, and an in-house gym, MCi also offers 100% paid healthcare. We believe in innovation, teamwork, and continuous learning to stay at the forefront of technological advancements.</p><p><b>
Management Controls is headquartered in Houston, Texas. This position is expected to be in the office on a hybrid schedule 3 days per week with 2 days remote. This role is not eligible for sponsorship or relocation.</b></p><p><b>
Duties and Responsibilities</b></p><p>
Executive Support</p><ul><li>
Provide high-level administrative support to the President and multiple VPs, including scheduling, meeting, calendar, and travel coordination, reporting, budget tracking, expense reporting and management, finance support and check cashing, and special projects</li><li>
Prepare presentations, summaries, briefing materials, and correspondence using productivity and AI-assisted tools to improve speed, clarity, and accuracy</li><li>
Anticipate executive needs, proactively identifying opportunities to streamline workflows, communications, and recurring tasks</li><li>
Schedule Company Town Halls, offsite leadership/company meetings, and team building events</li></ul><p>
Office Management &amp; Operations</p><ul><li>
Maintain office services by organizing office operations and procedures; controlling correspondence; designing and maintaining filing and document management systems; reviewing and approving office and kitchen supply orders; assigning and monitoring clerical functions</li><li>
Oversee records management by defining procedures for retention, protection, retrieval, transfer, and disposal of physical and digital records and manage mail, shipments, and deliveries</li><li>
Manage employee office events, main phone line, and coordinate with vendors</li><li>
Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement; liaise with building management for maintenance and upkeep of facilities</li><li>
Design and implement office policies and procedures by establishing standards, measuring results, and recommending improvements</li><li>
Coordinate Company Holiday Party and office catered lunches and food orders</li></ul><p>
Reporting, Analysis &amp; Process Improvement</p><ul><li>
Keep management informed by reviewing, analyzing, and creating reports; summarizing information; identifying trends and opportunities for improvement</li><li>
Utilize spreadsheets, presentation software, and AI-assisted reporting tools to support executive decision-making</li><li>
Support budgeting and financial objectives by preparing annual budgets, tracking expenditures, analyzing variances, and initiating corrective actions</li></ul><p>
AI-Enabled Productivity &amp; Continuous Improvement</p><ul><li>
Use AI and automation tools (e.g., Microsoft Copilot, AI-assisted document creation, scheduling, transcription, summarization, or workflow tools) to: Improve document preparation, meeting notes, and reporting; Streamline scheduling, follow-ups, and routine communications; Reduce manual effort in repetitive administrative and office management tasks</li><li>
Stay current on emerging administrative, office management, and AI-enabled productivity practices and identify practical ways to apply them within the organization</li><li>
Partner with leadership and staff to adopt tools responsibly, ensuring confidentiality, accuracy, and professional standards are maintained</li></ul>
Requirements:
<ul><li> 5+ years of experience in an upper-level administrative or executive assistant role</li><li>
2+ years of experience in a receptionist, office coordinator, or office management role</li><li>
Strong proficiency in Microsoft Office (Excel, PowerPoint, Word, Outlook) and document management tools</li><li>
Experience using AI-assisted productivity tools (e.g., Microsoft Copilot, AI document drafting, transcription, or scheduling tools) to support administrative or office operations</li><li>
High level of integrity with demonstrated ability to ability to exercise sound judgment, discretion, and confidentiality with confidential information</li><li>
Highly detail-oriented, solution-minded, proactive self-starter mindset</li><li>
Exceptional written and verbal communication skills, confident and polished in virtual and in-person interactions</li><li>
Strong organizational and prioritization skills with the ability to manage multiple stakeholders</li><li>
Comfortability working independently while collaborating closely with executives and teams</li><li>
Professional demeanor, service-oriented mindset, and positive &ldquo;can-do&rdquo; attitude</li></ul><p><b>
Preferred Qualifications</b></p><ul><li>
Experience supporting senior executives in a fast-paced or growing organization</li><li>
Exposure to basic workflow automation, task tracking, or process improvement tools</li><li>
Willingness and curiosity to continue learning new tools that improve executive and office effectiveness</li></ul></div>

Executive Assistant & Office Manager (AI-Enabled)

Momentum Technologies(Mut Inc)

<p><b>Overview</b><br/>We are seeking a dynamic and highly organized Administrative Manager to lead our administrative team and ensure the smooth operation of our office environment. This role is vital in coordinating daily administrative activities, managing office procedures, and supporting various departments to achieve operational excellence. The ideal candidate will demonstrate exceptional leadership, communication, and organizational skills, with a proactive approach to problem-solving and process improvement. Join us to contribute to a vibrant workplace where efficiency and teamwork drive success!</p><p>Only needing to be on Location 2-3Days a week. Mainly managing office interaction hours. Monday-Saturday. Never Sunday. Holidays and Extend Holidays Observed. Mandatory 3 days off for birthday. We Encourage Early Voting but will let you go vote if arrives on a work day. Paid Lunch and Dinner(Basically Two Meals. Coffee on Site. Own Office but will over see and mainly located at reception. Offsite. You can manage manly via communication devices as it will mainly be taking calls and bookings. Plus. No restrictions on medical/health request days. Please, Do what You need and stay alive the best you can.</p><p>What we want for you to experience from this opportunity from Momentum Technologies(Mut Inc) is knowing We are looking for Human input. Not just interfacing capitalism. Life Moves Forward, Not Backwards. Neither does your Life and Ours. In the days of the forgotten voices, We at Momentum Technologies (Mut Inc) Have heard your voices and remembered your pain for this day to behold our opportunity to give you the recognition of a human being being seen.</p><p>That is the Mut Inc way.</p><p><b>Responsibilities</b></p><ul><li>Oversee daily office operations, including front desk management, multi-line phone systems, and general clerical duties</li><li>Supervise administrative staff, providing training, mentorship, and performance evaluations to foster a high-performing team</li><li>Manage scheduling for executives and department meetings, ensuring calendar accuracy and timely coordination of appointments</li><li>Coordinate vendor relationships, negotiate contracts, and oversee procurement processes to optimize office supplies and services</li><li>Handle human resources functions such as onboarding new employees, maintaining personnel records, and supporting payroll processes using QuickBooks or similar software</li><li>Organize company events, meetings, and training sessions to promote team development and engagement</li><li>Maintain meticulous filing systems, bookkeeping records, and medical or office-specific documentation with attention to detail and confidentiality</li></ul><p><b>Skills</b></p><ul><li>Proven experience in office management, administrative supervision, or related roles with strong leadership capabilities</li><li>Excellent communication skills&mdash;both verbal and written&mdash;with professional phone etiquette</li><li>Proficiency in scheduling management tools, QuickBooks accounting software, and vendor management platforms</li><li>Strong organizational skills with the ability to multitask efficiently in fast-paced environments</li><li>Knowledge of human resources procedures including payroll processing and employee onboarding</li><li>Experience in event planning, training &amp; development initiatives, and medical office management preferred</li><li>Ability to handle budgeting tasks effectively while maintaining accurate bookkeeping records</li></ul><p>Join our team as an Administrative Manager to lead with energy and purpose! Your expertise will help create a well-organized workspace that empowers teams to excel. We value proactive problem-solvers who thrive on building efficient processes while fostering a positive work environment. This paid position offers an exciting opportunity for growth within a supportive organization committed to your professional development.</p><p>Job Types: Full-time, Part-time, Contract</p><p>Pay: $1,000.00 - $2,000.00 per week</p><p>Benefits:</p><ul><li>Flexible schedule</li><li>Flexible spending account</li><li>Paid time off</li><li>Parental leave</li><li>Professional development assistance</li></ul><p>Work Location: Hybrid remote in Houston, TX 77007</p>

Administrative Manager

<div><h3 class="jobSectionHeader"><b>About us</b></h3><p>
We are the independent expert in assurance and risk management. Driven by our purpose, to safeguard life, property, and the environment, we empower our customers and their stakeholders with facts and reliable insights so that critical decisions can be made with confidence.</p><p>
As a trusted voice for many of the world s most successful organizations, we use our knowledge to advance safety and performance, set industry benchmarks, and inspire and invent solutions to tackle global transformations.</p><h3 class="jobSectionHeader"><b>
About the role</b></h3><p>
Are you motivated by the opportunity to support the transition to a clean energy economy, one that positively impacts society and the planet? Do you thrive in a fast paced environment where no two days look the same, and where strong organization, initiative, and collaboration make a real difference?</p><p>
DNV Energy Systems is seeking a dynamic <b>Executive Assistant/Office Administrator Lead</b> to provide high impact administrative, operational, and business support to a senior executive and a distributed North American team working across onshore and offshore wind, solar, battery storage, energy efficiency, and other renewable and sustainable energy initiatives.</p><p>
This role is critical to enabling both effective executive support and a high functioning Houston office environment.</p><p><b>
Why Work With Us</b></p><p>
Our high performing, innovative teams work every day to accelerate the deployment and operation of renewable energy solutions to address climate change. At DNV, our values are grounded in equity, respect, and inclusion, and we strive to reflect these principles in how we work together and the impact we make in the world.</p><p>
We offer a collaborative culture, competitive benefits, and extensive learning and development opportunities through global and regional initiatives designed to support your growth.</p><p><b>
This is a full</b><b> </b><b>time role based in our Houston, TX office with a hybrid work schedule. The primary in</b><b> </b><b>office days are Tuesday through Thursday, with flexibility on other days based on business needs.</b></p><p><b>
What You ll Do</b></p><p>
This role spans three primary areas of responsibility and offers a wide variety of work across executive support, office operations, and business coordination.</p><p><b>
Office Administration (Approx. 45%)</b></p><ul><li>
Ensure a safe, efficient, and engaging working environment for the Houston office</li><li>
Oversee office equipment, supplies, furniture, and local vendor relationships</li><li>
Coordinate office culture initiatives, including celebrations, events, and office gatherings</li><li>
Manage incoming mail, shipments, visitors, phone communications, and building systems (key cards, alarms)</li><li>
Serve as the office representative for facilities and QHSSE matters, maintaining health, safety, and compliance documentation and coordinating quarterly HSE meetings</li><li>
Support onboarding logistics for new hires in partnership with HR and IT (workspace setup, access, equipment)</li><li>
Collaborate as an active member of the Administrative Team to ensure consistent coverage and shared best practices</li></ul><p><b>
Business, Market &amp; Clerical Support (Approx. 30%)</b></p><ul><li>
Support contracting, proposal, and knowledge management processes using internal systems (e.g., Salesforce, TeamCenter, ClickUp)</li><li>
Assist with proposal development, including document setup, coordinating CVs and bios, and general proposal logistics</li><li>
Prepare and format PowerPoint presentations, Excel spreadsheets, and Word documents on market or technical topics</li><li>
Coordinate logistics for team summits, including catering and transportation</li><li>
Support purchase order routing, invoicing system, office supply orders</li></ul><p><b>
Executive &amp; Leadership Support (Approx. 25%)</b></p><ul><li>
Provide day to day administrative support to the North America leadership team</li><li>
Manage expense reports, invoice processing, and travel coordination</li><li>
Anticipate executive and leadership needs, ensuring smooth operations and timely follow through</li></ul><p><b>
Regional &amp; Cross-Office Administrative Leadership (Approx. 15 20%)</b></p><ul><li>
Serve as the lead administrative point of contact for Energy Systems offices across North America, coordinating closely with local office administrators</li><li>
Coordinate and align administrative support activities across offices to ensure consistency, efficiency, and coverage</li><li>
Establish and maintain standard operating practices for office administration, executive support, and onboarding logistics across locations</li><li>
Lead regular check-ins with administrative peers to share best practices, address issues, and coordinate priorities</li><li>
Act as an escalation point for complex administrative, facilities, or leadership-support issues spanning multiple offices</li><li>
Support leadership with regional planning, communications, and change management initiatives impacting multiple offices</li></ul><h3 class="jobSectionHeader"><b>
What we offer</b></h3><ul><li>
Generous paid time off (vacation, sick days, company holidays, personal days)</li><li>
Multiple Medical and Dental benefit plans to choose from, Vision benefits</li><li>
Spending accounts FSA, Dependent Care, Commuter Benefits, company-seeded HSA</li><li>
Employer-paid, therapist-led, virtual care services through Talkspace</li><li>
401(k) with company match</li><li>
Company provided life insurance, short-term, and long-term disability benefits</li><li>
Education reimbursement program</li><li>
Flexible work schedule with hybrid opportunities</li><li>
Charitable Matched Giving and Volunteer Rewards through our Impact Program</li><li>
Volunteer time off (VTO) paid by the company</li><li>
Career advancement opportunities
</li></ul><p><b>**Benefits vary based on position, tenure, location, and employee election**</b></p><p>
DNV is a proud equal opportunity employer committed to building an inclusive and diverse workforce. All employment is decided on the basis of qualifications, merit, or business need, without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status. DNV is committed to ensuring equal employment opportunity, including providing reasonable accommodations to individuals with a disability. US applicants with a physical or mental disability who require a reasonable accommodation for any part of the application or hiring process may contact the North America Recruitment Department (hrrecruitment.northamerica@dnv.com). Information received relating to accommodation will be addressed confidentially.
</p><p>For more information</p><p>
https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal</p><h3 class="jobSectionHeader"><b>
About you</b></h3><p><b>
What Is Required</b></p><ul><li>
Bachelor s degree in a relevant field (e.g., Business Administration) or in lieu of a degree, 10+ years of relevant experience</li><li>
At least 7 years of experience in a large and/or dynamic corporate environment performing core administrative functions</li><li>
Advanced proficiency in Microsoft Office (Outlook, Teams, Word, PowerPoint, Excel)</li><li>
Strong organizational and time management skills with the ability to work independently, prioritize effectively, and manage multiple deadlines</li><li>
Professional demeanor with strong interpersonal skills; proactive, approachable, and service oriented</li><li>
Ability to anticipate needs and adapt in a fast changing environment</li><li>
Less than 5-10% travel expected</li><li>
Excellent written and verbal English communication skills</li><li>
We conduct pre-employment drug and background screening</li></ul><p><b>
What Is Preferred</b></p><ul><li>
Experience in renewable energy, consulting, or professional services environments</li><li>
Passion for supporting clean energy, sustainability, and energy equity</li><li>
Familiarity with project management or collaboration tools</li><li>
Experience supporting remote or distributed teams</li><li>
Experience with copilot</li></ul><p><b>
*Immigration-related employment benefits, for example visa sponsorship, are not available for this position*</b></p><br>
Requisition #cmohol72v000o02l8f7q58dfj</div>

Executive Assistant/Office Administrator Lead

Aluminum Maintenance Systems of Texas

<div><div><div>The Office Administrator plays a critical role in supporting daily operations and ensuring efficient administrative processes within the TXX office. This role is responsible for payroll processing, project setup, invoice routing, office management, and supporting project managers and leadership with administrative and operational needs. The ideal candidate is highly organized, detail-oriented, and able to manage multiple responsibilities while maintaining smooth office operations.</div></div><div><div><b>
Key Responsibilities</b></div></div><div><div><b>
Payroll Processing</b></div></div><ul><li><div>
Process weekly payroll through HH2, ensuring accurate placement of employee hours.</div></li><li><div>
Manually input travel time and per diem for field technicians.</div></li><li><div>
Verify correct job numbers and cost codes are assigned to technician timecards and make adjustments when necessary.</div></li></ul><div><div><b>
HH2 System &amp; Job Setup</b></div></div><ul><li><div>
Enter new projects into HH2 once they are activated in NetSuite, including assigning appropriate cost codes.</div></li><li><div>
Maintain user access by creating login accounts for new Operations and Management team members and removing accounts for departing employees.</div></li></ul><div><div><b>
Accounts Payable Coordination (Stampli)</b></div></div><ul><li><div>
Ensure all invoices received via email or mail are forwarded to the Accounts Payable department for upload into Stampli.</div></li><li><div>
Monitor the TXX queue in Stampli daily and route invoices to the appropriate approvers with accurate job numbers and cost codes.</div></li></ul><div><div><b>
Project Support</b></div></div><ul><li><div>
Assist Project Managers with job setup and logistical needs, including:</div></li><li><ul><li><div>
Sourcing affordable housing for out-of-town projects within budget estimates</div></li><li><div>
Coordinating permits</div></li><li><div>
Arranging port-a-lets, dumpsters, equipment rentals, and other job-related resources</div></li></ul></li></ul><div><div><b>
Office Operations</b></div></div><ul><li><div>
Coordinate office maintenance services such as cleaning, waste management, and alarm system setup in accordance with lease requirements.</div></li><li><div>
Manage office service payments and maintain service records.</div></li><li><div>
Assist Project Managers (PMs) and Business Development Managers (BDMs) with administrative documentation, including:</div></li><li><ul><li><div>
Vendor setup</div></li><li><div>
Certificates of Insurance (COI) and W-9 collection</div></li><li><div>
Bid documentation</div></li><li><div>
Payment portal registrations</div></li></ul></li><li><div>
Support administrative needs to ensure smooth office operations, including facility needs and responding to client-related administrative requests.</div></li><li><div>
Coordinate office lunches and assist with sourcing venues for team trainings when needed.</div></li><li><div>
Order and maintain monthly office supplies and ensure the communal supply closet remains fully stocked.</div></li></ul><div><div><b>
Employee Onboarding &amp; Offboarding</b></div></div><ul><li><div>
Manage onboarding processes for new hires, including:</div></li><li><ul><li><div>
Document verification</div></li><li><div>
Completion of required employment forms</div></li><li><div>
I-9 documentation</div></li><li><div>
Safety portal registration and training task completion</div></li></ul></li><li><div>
Assist with employee terminations by coordinating the return of company property and completing required Paycom documentation, including Personnel Action Forms (PAFs).</div></li></ul><div><div><b>
Additional Responsibilities</b></div></div><ul><li><div>
Perform other administrative and operational duties as required to support office efficiency and company objectives.</div></li></ul><ul><li><div><div>
Manage and organize office files, records, and documents</div></div></li><li><div><div>
Answer and direct phone calls, emails, and other correspondence</div></div></li><li><div><div>
Schedule meetings, appointments, and maintain calendars</div></div></li><li><div><div>
Prepare reports, spreadsheets, and other administrative documents</div></div></li><li><div><div>
Maintain office supplies inventory and place orders when needed</div></div></li><li><div><div>
Assist staff and management with daily administrative tasks</div></div></li><li><div><div>
Greet visitors and provide general support to clients and employees</div></div></li><li><div><div>
Ensure the office operates efficiently and professionally</div></div></li></ul></div>

Office Administrator

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