A Receptionist / Administrative Assistant position is now open at a global trading company in down town Houston.
Houston Down Town, 77010
- Parking is not paid however, the company will reimburse up to $80 a month towards parking
8:30AM - 5:30PM with an hour lunch from 11:00AM-12:00PM
long term temp assignment
To provide support to the Houston Branch office.
- 40% of the time
Meet and Greet visitors to company's office
Receive packages and deliveries. Alert necessary employees of arrival.
Maintain delivery log for packages (federal express, ups, etc.)
Provide Parking Validations to visitors
Issue and track door cards for visitors
Update Inter office phone list
Submit Maintenance and repair request to building
Reserve conference rooms as requested
Print pictures as requested by the General Manager
Handle/Answer incoming telephone calls and forward to the right department
- 25% of the time
Process all non-trade disbursements. All payments should be processed in no more than 2 working days from receipt of invoice.
Take independent action to research and resolve disputes regarding late fees, missing and misapplied payments.
Maintain vendor list for Month end closing
Verify all invoices have been received and processed for monthly closing and prepare accruals for items which have not yet been received.
Log all non-trade disbursements
- 30% of the time
Assist with any tasks necessary
Process expenses, business trips & entertainment reports for HR department
Enter all BPO’s for month end expenses, Office rent & Quarterly expenses
Make copies of supporting documentation for month end expenses, office rent & quarterly expenses
Enter all Accruals for month end closing and distribute for approval.
Enter all Journal Entries for month end closing
Assist/Prepare GM Admin Assistant with name cards for dinner events
Update excel spreadsheet with the cost of each maintenance work provided
Order all supplies for the office (Amazon, Aramark, Staples, etc.)
Document Retention – 5% of the time
Organize & Maintain all records pertaining to files being stored at the system
Ensure all boxes have a destruction date listed
Arrange for pick up and retrieval of boxes using on line system
Arrange for pickup and replacement of shredding containers in the office
Good organizational skills, ability to multitask and have a team mentality.
Excellent communication and people skills.
Proficient in Microsoft Office (Excel, Word and PowerPoint)
Willing to learn new responsibilities
Ability to work with minimal instruction but should know when to ask for assistance.
A minimum of one to two years’ experience in SAP preferred.
Previous Administrative experience
Relevant Experience and Education
A degree from a two or four-year college preferred.
Licenses or certifications required, if any: