Administrative Assistant

7 days ago

Houston, United States SK Lubricants Americas Inc Full time

Description:
**Job Summary**:
This position will be responsible for all on-site advanced administrative support duties to include but not limited to, data gathering, special projects, and general office duties as assigned

**Description** **of** **duties** **and** **responsibilities**:

- Methodically record approved invoice details in an Excel file to maintain meticulous payment records.
- Generate vouchers for approved invoices, ensuring accuracy and completeness
- Oversee payment processing for esteemed vendors
- Accurately prepare and process rebill invoices
- Dispatch invoices promptly to facilitate transparent communication and financial transactions
- Ensure timely submission of payments for created vouchers, adhering to due dates
- Disseminate professionally crafted remittance letters to vendors, maintaining clear communication channels
- Diligently handle the deposit of checks received from vendors and promptly reconcile as required
- Ensure accurate and timely clearing of payments, maintaining a meticulous record of financial transactions
- Collaborate with external auditors by efficiently gathering and providing requested information
- Demonstrate commitment to transparency and accuracy in financial reporting to uphold audit integrity
- Request and oversee bank transfers to uphold an optimal account balance
- Post financial transactions and adjustments accurately, adhering to accounting standards
- Categorize records with precision, ensuring alignment with the appropriate General Ledger (GL) accounts
- Maintain effective communication with the ERP team to address any issues arising in SAP
- Proactively identify and resolve challenges to ensure the seamless functioning of accounting systems
- Facilitate the monthly closure process by issuing timely reminders to all personnel regarding corporate card details
- Ensure adherence to procedural timelines (within 3 months per HQ guideline), prompting timely submission of expense reports
- Generate vouchers for diverse general expenses, encompassing corporate card charges, monthly team lunches, cell phone usage, and home office expense reimbursements
- Execute the voucher process, assigning accurate General Ledger (GL) codes and appropriate cost/fund centers and cost items
- Conduct vigilant monitoring of all corporate card transactions
- Collaborate with employees to promptly address and rectify any potential fraudulent activities, upholding financial security
- Provide comprehensive training and guidance to new hires on the submission of general and trip expense reports
- Foster an environment of clarity and compliance by ensuring employees are adept in the reimbursement process and mileage reimbursement form submission
- Uphold audit readiness by maintaining a thorough and organized documentation trail
- Initiate the submission of payment requests for employee reimbursements in a timely manner
- Ensure accurate and prompt processing to uphold financial transparency and employee satisfaction
- Execute the timely processing and clearance of all business trip expenses by the year-end closing
- Proactively communicate with employees to secure timely submission of expenses, contributing to a streamlined year-end financial process
- Gather all requisite documents for the registration of new vendors and customers on the Master Data Management (MDM) platform
- Uphold stringent documentation standards to ensure compliance with regulatory requirements
- Conduct direct communication with vendors, employing a rigorous process to confirm bank details for bank set-up or update requests
- Validate bank account numbers, routing numbers, bank names, and addresses to verify the legitimacy of bank update requests
- Create and revise ship-to codes for new customers
- Ensure accuracy and completeness in the setup process to facilitate smooth order processing
- Coordinate the annual normal credit renewal process for both the base oil and FL business divisions
- Facilitate the submission of credit rating report requests.
- Systematically gather credit information for the purpose of the annual credit renewal
- Prepare and submit detailed credit reports to support informed decision-making in the credit management process
- Announce and plan for monthly team lunch/Bday GC
- Manage office supplies
- Coordinate company activities and Christmas party
- Distribute mails and bank run for deposit

**Requirements**:
**Knowledge, Skills, and Other Abilities**:

- Proficiency with Microsoft Office suite
- Strong initiative, organization and communication skills
- Strong attention to detail
- Capability of handling multiple assignments, establishing priorities and adapting to frequent changes
- Ability to handle diverse workload; professional demeanor; flexibility; self-starter
- Ability to prioritize and to manage multiple, simultaneous and at times, competing deliverables
- Ability to work in a fast-paced environment with tight deadlines
- Ability to work both independently and collab

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