If you are a dynamic and skilled administrative professional who thrives on multi-tasking, and takes pride in the execution of your duties, our Administrative Assistant/Billing Specialist position is waiting for you. We offer you the opportunity to work with a diverse team of technical and scientific staff within our Texas operations, by undertaking and delivering high-quality administrative and clerical assignments. The position serves as a main point of contact for our fast-paced Houston office, greeting visitors and triaging incoming calls. You may engage in event planning, meeting setup and implementation. If you have a positive disposition and are willing to learn about how we serve our clients, then we want to hear from you.

Administrative Tasks:

• Perform all receptionist duties for the office, including answering phones and greeting visitors, clients and vendors
• Compile data, maintain files and prepare periodic and special reports
• Review, edit, format, package and collate time sensitive documents, reports and data files before sending to authorized individuals internally or externally
• Complete a range of clerical tasks such as managing meeting room calendars, sorting mail or preparing invoices
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports and agenda material
• Work on multiple assignments with varying deadlines and priority levels
• Function as a resource for others by responding timely to questions, e-mails and phone calls

Billing:

• Coordinate with Project Managers regarding contract documents, change orders, approvals and any additional services related to billing
• Coordinate with Project Managers to review preliminary invoices for appropriate labor, expense charges, billing rates, fee maximums and make appropriate changes as required
• Issuing client invoices in a timely manner

Office Operations Management:

• Overseeing office supplies inventory and ordering replacements
• Coordinating facility maintenance and repairs
• Managing office budget and tracking expenses
• Liaising with vendors for services like cleaning, catering and security
• Ensuring compliance with office policies and procedure

Team Support

• Onboarding new employees and providing administrative support
• Facilitating communication between departments and team members
• Coordinating office events and celebrations
• Addressing employee concerns regarding office operations

• Five years’ experience showing increasing administrative skill development and responsibility
• Adept with writing essentials such as spelling, punctuation and sentence structure
• Must be proficient in a variety of writing styles, from creative, professional to technical
• Proficiency with MS Office (Excel, Word, Power Point and Outlook) and Adobe
• Strong organizational skills
• Energetic and eager to tackle new projects and ideas
• Comfortable interacting with all levels of personnel, clients and regulatory agencies
• Team player capable of cultivating productive working relationships across the company
• Out of the box thinker, resourceful, can-do attitude
• Must demonstrate strong initiative, time management and ability to manage competing priorities
• Must demonstrate ability to multi-task or have experience supporting multiple managers
• Must exhibit high-level of integrity, accuracy and attention to detail and strong organizational skills
• Experience with Ajera ERP a plus
• Bachelors or Associate Degree preferred