Admin Assistant (TX)

POSITION DESCRIPTION

A Little About Us:

ZAP is a full-service engineering, design, and construction management firm servicing the oil & gas, heavy industrial, mining, and manufacturing sectors. From our Houston, Texas office, we execute projects across North America spanning from California to Florida and Canada down to Mexico. Our projects range in size from simple engineering studies or maintenance repairs to full-scale design of large facilities. ZAP operates at a fast pace while providing a team-centric approach to our work.

About your role:

The receptionist is a hands-on, full-time position with good verbal and written communication skills. This role must be able to manage a multi-line phone system, familiar with Microsoft Office technology, have excellent organization and planning skills, as well as the ability to multi-task.

Essential Duties and Major Responsibilities

• Greets all visitors, grants access to building and guides them to appropriate contact or conference room.


• Answers phone and direct calls efficiently and in a professional manner.


• Communicates building concerns and needs to building management.


• Maintains a clean and organized workplace for Gulf Coast office.


• Ensures equipment is in good working order, properly maintained, documented, and stored.


• Reviews needed equipment and supply invoices, as well as orders equipment, supplies, and services as needed.


• Distributes office supplies and personal protective equipment.


• Maintains various tracking spreadsheets for company use.  


• Handles document control.


• Helps facilitate the planning of Gulf Coast office events.


• Coordinates meetings, shipping, and couriers, as well as company vehicles for employees and service.


• Assists with new hire process and random drug screening.


• Assist Executive and Management team with daily administrative tasks.


• Assist with other duties as assigned.

Education

• High School Diploma or GED required.


• 3+ years in an office/administrative setting.

Type of Experience Needed to be Successful

• Current Notary Public commission.


• Effective written and verbal communication skills.


• Problem-solving skills to manage complex tasks with little guidance and direction.


• Demonstrated ability of leadership skills to meet assigned timelines.


• Intermediate proficiency in Microsoft Office Suite, including Word, Outlook, and Excel, as well as other software required to execute daily tasks.


• Ability to independently make decisions and direct work for projects and daily workflow.

Supervisory Expectations:

• This position does not have any regular responsibility for overseeing or supervising the work of other team members.

Independence of Action

• Results are defined and existing practices are used as guidelines to determine specific work methods and carry out work activities independently; supervisor/manager/leader is available to resolve problems.

Physical Demands and Work Environment: (The phrases "occasionally," "regularly," and "frequently" correspond to the following definitions: "occasionally" means up to 1/3 of working time, "regularly" means between 1/3 and 2/3 of working time, and "frequently" means 2/3 and more of working time.)

• The work environment is the typical office environment. The employee must complete their work satisfactorily in an environment where there are significant distractions, including staff, clients, and vendors walking through and conversing, telephones ringing, conversations carrying over, loud noises, and interruptions to answer questions from others.


• The physical demands described here represent those that an employee must meet to successfully perform the essential functions of this job. In many cases, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl.


• The employee must regularly lift and/or move up to 25 pounds and should do so in a sound and safe manner. This job's specific vision abilities include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Hours:

Core Competencies:

• Oral Communication and Written Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; writes clearly and informatively; Edits work for spelling and grammar; Able to read and interpret written information. Ability to communicate with clients or customers.


• Teamwork - Balances team and individual responsibilities; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed. Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting.


• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; solicits customer feedback to improve service; Responds to requests for service and assistance; meets commitments.


• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.


• Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.


• Judgement - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; Includes appropriate people in decision-making process; makes timely decisions.


• Detail Oriented – Consistently checks and rechecks work product for accuracy. Able to manage multiple tasks while accurately performing essential job functions. Prepares accurate and thorough reports, emails, and data as required by the position.