Front Office - Administrative Assistant
Department: Human Capital & Administration
Status: Part time / Mon - Fri
Reporting To: Human Capital Department
Pay: $15.00 – 18.00 per hour
Location: Houston, Texas
Area of Responsibility: Houston Office
Position Summary:
As the PIPECARE Group Front Office – Administrative Assistant you are the backbone of daily operations, ensuring seamless communication and a well-maintained environment. You will act as the front office ambassador of the company, providing exceptional customer service to both internal and external stakeholders, including the teams in Latin America. You will manage the flow of supplies and equipment, oversee travel accommodations, and coordinate business travel with meticulous expense reconciliation. In essence, you will play a crucial role in keeping PIPECARE Group running smoothly and efficiently. Fluency in Spanish is essential to facilitate effective communication with our Latin American offices and clients. This is a part-time position with a schedule of Monday through Friday, 6 hours per day. The specific hours may be flexible and can be discussed further during the interview process.
General responsibilities:
- Comply always and fully with PIPECARE HSE requirements
- Be quality conscious (dynamic approach towards quality improvement and aim at getting things right first time)
- Maintain confidentiality, integrity and safeguard PIPECARE trade secrets
- Respect and support fellow employees at all times
- Respond to changes positively (technical advancements as well as organizational adaptations)
- Act in such a manner that PIPECARE’s reputation is highly respected
- Be results-oriented; alert others timely when a task may not produce the required result for PIPECARE’s final product
- Follow PIPECARE’s Process Flow Charts and interact with other departments when required
- Identify training requirements
- Office Administration:
- Preparing letters, reports, memos, other documents as required.
- Answering phone calls and directing them to appropriate parties or receive and forwards messages.
- Take notes & minutes of meetings with report outs & file into document control
- File & retrieve project documents, records, and reports.
- Manage travel for the office as needed (local, national & international), including managing receipts, expenses and reconciling month-end expenses
- Order, receive & distribute office hardware
- Keep supplies stocked for office, kitchen, etc. as needed
- Organize team events, meetings, offsite events, and travel for inbound and outbound staff
- Car fleet management:
- Supervise office drivers and coordinate their daily work.
- Approve driver’s timesheet
- Manager the pick-up and drop-off of PIPECARE personnel and guests
- Provide assistance for activities such as coordination between various departments, reviewing reports, conducting studies and correspondence.
- Documentation & Reporting:
- Work closely with cross-functional teams
- Provide information to other departments as requested.
- Execute any other duties as assigned by Supervisor.
- Latin America Liaison:
- Serve as the primary point of contact for communication with PIPECARE's Latin American offices.
- Assist with coordinating tasks and information sharing with Latin American teams.
- Translate documents and correspondence as needed.
Competency Requirements
- Qualifications
- Associate's Degree or equivalent preferred, or actively pursuing a degree with relevant experience.
- Minimum of 3 years in an administrative role, preferably within manufacturing, commercial industries or a related professional services industry
- Software Proficiency: QuickBooks (preferred) for expenses. Proficient in Microsoft Office Suite and knowledgeable in Adobe Photoshop, InDesign, and Acrobat Pro. Microsoft 365 package, teams, outlook, PowerPoint, powerBI (preferred).
- Ability to work proactively in a professional, confident manner
- Ability to work under pressure and to tight deadlines
- Knowledge
- Knowledge of office administration
- Knowledge of human Capital management and supervision
- Ability to maintain a high level of accuracy in preparing and entering information
- Skills
- Excellent written and verbal communication skills are required. Attention to detail and high level of accuracy.
- Organization and Time Management: Highly organized with the ability to efficiently manage time and prioritize tasks effectively.
- Initiative and Multitasking: Self-motivated and independent thinker with the ability to multi-task effectively
- Basic level IT for computer connections to laptops, tv, monitors & office hardware
- Can work well under pressure organizing processes, schedules & holding people to a tight time schedule, and a team player
- Leading by example, liaise with the Deputy CEO/CEO of the hemisphere to support in admin duties as needed.
- Fluent in Spanish (written and spoken).
- Accountability
- Maintains office operations by receiving and distributing communications
- Maintaining supplies and equipment; picking-up and delivering items; assisting customers
Physical and Mental Requirements:
- Lifting and Carrying: Ability to lift and carry up to 50 pounds.
- Mobility: Must be able to walk and climb to perform duties, including maneuvering within a refinery or plant environment and accessing elevated platforms via ladders and stairwells.
- Communication: Sufficient clarity of speech and hearing, or other communication capabilities, to communicate effectively.
- Focus and Multitasking: Ability to maintain focus and multitask effectively.
- Safety Equipment: Must be able to wear safety equipment as required by the safety department for personal protection, if/where needed in manufacturing environments.
- Personal Mobility and Reflexes: Sufficient personal mobility and physical reflexes, with or without reasonable accommodations, to perform office duties and travel to off-site locations when necessary.
About PIPECARE Group:
PIPECARE Group offers comprehensive In-Line Inspection Services to identify and size pipeline threats, Utilizing advanced technologies such as Magnetic Flux Leakage, Transverse Field Inspection, Ultrasound, and specialized tools, PIPECARE ensures precise detection and assessment of various pipeline anomalies.
What we do:
In-Line Inspection Services
PIPECARE provides In-Line Inspection Services to locate, identify, and size threats, supporting integrity management requirements.
Check out our AI Technology and other cutting-edge technologies by clicking the following YouTube Links:
SMART AI CALIPER - Inspection experience like never before
Inspection Technologies
Magnetic Flux Leakage (MFL): Detects and sizes general corrosion and metal loss anomalies, especially circumferentially oriented.
Transverse Field Inspection (TFI): Detects and sizes general corrosion and metal loss anomalies, primarily axially oriented.
Ultrasound (UT): Detects and sizes general and other metal loss anomalies with high depth sizing accuracy.
Ultrasonic Crack Detection: Detects and sizes cracks and colonies of cracks.
Caliper (Geometry): Detects and sizes deviations in the ideal circular shape of a pipeline (dents, ovalities, wrinkles, etc.).
Specialized Tools and Technologies
Combo Tools: Use multiple measurement systems in various combinations.
Specialized Tubing Technologies: Designed for Furnace and Downhole Operations.
Equal Opportunity Employer: We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.