Senior Administrative Assistant

SUMMARY OF POSITION:

Provides office management, daily operations, and accounting support to contribute to the smooth operations of the Houston-Administration Department. This is a fully in-person position.

ACCOUNTING and FINANCE

• Coordinate expense payments with NY Accounting Department.
• Check Accounts Payable-Trade entries entered by Trade Assistants and post in SAP.
• Enter Inventory Adjustment and Sales Cancellation entries in SAP.
• Prepare and enter Expense Allocation entries in SAP.
• Participate in month-closing process such as entering monthly expense entries, verifying Inventory Reconciliation prepared by Trade Assistants, obtain signatures on accounting documents and submit to New York Accounting as required.
• File accounting documents monthly and maintain the files in order.
• Provide requested documents to assist in various internal/external audits.
• Enter new Fixed Assets data in BNA fixed asset system.
• Back up other accounting staff as needed.

OFFICE MANAGEMENT/GENERAL AFFAIRS

• Ensure company cars are well maintained (e.g. repairs, washes, registration and other maintenance).
• Arrange all social events for the office.
• Ensure office common areas are in neat order.
• Order office supplies, pantry supplies, postage and other supplies for the office.
• Manage company cell phone account including obtaining approval and purchasing electronic devices as required
• Provide assistance with offsite storage needs.
• Provide receptionist duties.
• Trouble shoot basic telecommunication/computer/network issues in coordination with NY IS Department.
• Provide mail room support.
• Manage building and parking access cards.
• Provide support to newly arrived rotational staff to ensure a smooth onboarding.
• Provide administrative support to ensure efficient office operation.
• Contribute to team effort by accomplishing related results as needed.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED:

• Experience in general accounting/bookkeeping principles.
• Experience in office management.
• Ability to works under minimal supervision and within established procedures and practices.
• Strong attention to details
• Must possess basic analytical skills, meet deadlines and maintain confidential information.
• Organizational and time management skills required.
• Ability to communicate effectively and professionally with those inside/outside the Company.
• Team oriented
• Proficiency with Microsoft Office and SAP software.
• Knowledge of the entire trade process and draws on existing procedure to solve some unusual problems.