Receptionist/administrative Assistant

3 weeks ago

Clear Lake, United States Oceaneering Full time

Company Profile

Oceaneering Space Systems (OSS) develops, integrates, and applies new and innovative technologies to meet the challenges of working in space and other harsh environments. We are ideally positioned to meet the growing needs of NASA and the expanding commercial and Department of Defense (DOD) markets.

Oceaneering is a global provider of engineered services and products, primarily to the offshore energy industry. We develop products and services for use throughout the lifecycle of an offshore oilfield, from drilling to decommissioning. We operate the world's premier fleet of work class ROVs. Additionally, we are a leader in offshore oilfield maintenance services, umbilicals, subsea hardware, and tooling. We also use applied technology expertise to serve the defense, entertainment, material handling, aerospace, science, and renewable energy industries.
- Position Summary

Under direct supervision performs a wide variety of standard administrative duties for Administrative Departments to include Contracts, Finance, Purchasing, Business Development. Working in a fast-paced, team environment demonstrates effective organizational, leadership, and problem-solving skills. Creates, electronically distributes and maintains correspondence, documents and reports. Maintains departmental employee information. High degree of reliability, personal initiative, professional dress and appearance, and strict confidentiality in all sensitive matters is mandatory.

Assigned location for this position is the Receptionist desk where Receptionist and Admin duties are to be performed.
- Duties & Responsibilities

ESSENTIAL
- Perform administrative duties to include preparing, distributing, and maintaining a variety of documents, correspondence, and reports.
- Electronically maintain calendar of daily appointments, meetings, conference room schedules. Maintain list of meeting attendees and minutes as applicable. Plan, schedule, coordinate, and actively participate in departmental staff meeting luncheons on a regular basis.
- Coordinate all travel arrangements in compliance with OII travel procedures, preparing Travel Authorization forms for accounting/record purposes, and preparing/submitting expense reports in a timely manner.
- Provides primary Receptionist duties to include:

- Greets and assists each visitor; ensures a visitor card is completed and a visitor badge is issued for visitors who are to be escorted through the facility by the employee being visited.
- Screens calls directed to the main number and transfers calls appropriately; locates employees using the overhead paging system; changes the voice mail greetings to notify callers of normal hours of business, holiday closures, etc.
- Responsible for sorting and distributing all incoming mail. Maintains a quantity of postage stamps for company outgoing mail and to sell to employees as a courtesy for personal mail.
- Ensures conference rooms located in the atrium are cleaned, equipment is turned off, and locked at the end of each day.

ADDITIONAL
- Performs other special projects and duties as requested by the department manager.
- Work on assignments that are routine in nature.
- Coordinates vending machine repairs, selections, and refunds with Refreshing Texas (Rome Refreshments).
- Assists the Recreation Committee by issuing tickets and collecting money for all company provided fundraiser campaigns.
- Contacts cleaning personnel and building maintenance engineer in Facilities Coordinators absence and as requested by Facilities Coordinator/other employees.
- Qualifications

REQUIRED
- High school education or equivalent, plus at least one to three years administrative experience, preferably in aerospace environment.
- Requires a high level of dependability, maturity, confidentiality, and courtesy.
- Must possess strong organizational skills and the ability to function under stressful conditions.
- Proficiency in MS Office Suite (including SharePoint) is a must.
- Must be able to communicate well with all levels of management as well as outside authorities.
- Ability to work independently.
- Must have ability, under extreme pressure, to meet deadlines and provide quick turnaround time, while simultaneously producing quality work.

DESIRED
- Prior Admin. Assistant experience.
- Receptionist experience.
- Self-motivated, dependable, works well with others and is a team player.
- Equal Opportunity Employer

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