Company Description
RFS Compliance Solutions, LLC (RFS) is a leading provider of technical products, services, and industry expertise for the refining, petrochemical, chemical, oil & gas, power generation, and mining industries. Our team brings more than 100 years of combined experience in sealing technologies, valve packing, gaskets, emission control solutions, and industrial products. We pride ourselves on delivering exceptional customer service, technical knowledge, and long-term partnerships by providing solutions that improve reliability, safety, and operational performance.
At RFS, our customers come first. We believe in building relationships through integrity, responsiveness, and a commitment to solving problems—not simply selling products.
Position Summary
RFS Compliance Solutions is seeking a highly organized and detail-oriented Executive Administrative Assistant to provide administrative, accounting, and operational support to our sales and executive teams. This is a full-time, on-site position located in Houston, Tx 77032
A primary responsibility of this position is supporting our outside sales representative by managing customer purchase orders, vendor invoicing, customer invoicing, and ensuring documentation is processed accurately and on time. In addition to supporting RFS operations, this individual will assist executive leadership with accounting, office management, and administrative functions across affiliated companies as business needs require.
This role is ideal for someone who enjoys variety, thrives in a fast-paced environment, and is comfortable balancing multiple priorities while maintaining accuracy and professionalism.
Essential ResponsibilitiesSales & Customer Support
- Assist the outside sales representative with day-to-day administrative tasks.
- Create and submit vendor purchase orders.
- Process customer invoices accurately and in a timely manner.
- Track vendor invoices and ensure accurate matching to purchase orders.
- Follow up with vendors regarding order status, pricing, and delivery schedules.
- Maintain organized customer and vendor files.
- Assist with preparing quotations, proposals, and supporting sales documentation.
- Coordinate communication between customers, vendors, and the sales team.
Accounting & Administrative Support
- Assist with accounts payable and accounts receivable functions.
- Support invoice processing and payment tracking.
- Perform data entry and maintain accurate accounting records.
- Assist with reconciliations and financial documentation.
- Prepare reports, spreadsheets, and business correspondence.
- Maintain electronic and paper filing systems.
- Answer and route incoming phone calls professionally.
- Coordinate meetings, calendars, and travel arrangements as needed.
- Assist with special projects and other administrative duties assigned by executive leadership.
Office Management
- Help maintain efficient daily office operations.
- Order and manage office supplies.
- Coordinate with vendors and service providers.
- Support company events, meetings, and executive scheduling.
- Maintain confidentiality of financial, employee, and business information.
- Identify opportunities to improve office processes and efficiency.
Qualifications
- Minimum of 2 years of administrative or office management
- Minimum of 1 year of accounting
- Strong organizational skills with exceptional attention to detail.
- Excellent written and verbal communication skills.
- Professional phone etiquette and customer service skills.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Ability to prioritize multiple projects and meet deadlines with minimal supervision.
- Strong problem-solving skills and a proactive mindset.
- Ability to maintain confidentiality and exercise sound judgment.
- Industrial, manufacturing, or B2B sales support experience is a plus.
What We're Looking For
We're looking for someone who is dependable, organized, and willing to jump in wherever needed. This position supports multiple areas of the business, so flexibility, initiative, and a positive attitude are essential. The ideal candidate enjoys working behind the scenes to keep operations running smoothly while providing exceptional support to both the sales team and executive leadership.
Pay: $35,000.00 - $50,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Experience:
- Accounting: 1 year (Required)
- Office: 2 years (Required)
Work Location: In person
