Administrative Assistant

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Job description

Position Summary:

Acuren is currently seeking to fill an Administrative Assistant to support our operations at ADV Integrity in Magnolia, TX.

The Administrative Assistant will perform administrative and office support activities. Duties will include fielding telephone calls, receiving and directing visitors, word processing, filing, faxing, and may include coordination of purchasing and facilities management. Extensive software skills are required, as well as Internet research abilities, strong communication skills, and the ability to work in a fast paced, change environment.

Responsibilities:
Administrative Support

Create or modify complex spreadsheets, letter templates, PowerPoint presentations in support of business needs;

Schedule meetings and workshops; call for agenda items and prepare meetings agenda, handouts; take and type meeting minutes; and, coordinate catering requirements.

Arrange work-related travel for Acuren staff as required

Records/File Management/Document Control

Updating miscellaneous systems regarding job or test sample status

Maintaining specific document control procedures and work instructions in accordance with applicable requirements;

Maintaining documents from receipt to secure distribution, version control, archiving, closure and disposal;

Utilizing EDMS to enable efficient project collaboration including accessibility of data, documents, and systems.

Technical Report Processing

Typing and formatting technical reports of field technical inspection findings;

Ensuring appropriate storage and distribution of reports and data

Employee Onboarding

Providing onboarding of new employees, including completion of payroll, union & training documentation and forwarding as necessary;

Maintaining employee profile database, including NDT certifications, eye exams and other job related requirements;

Accounting Support

Analyzing DTR information for accuracy prior to generating invoices;

Receiving and ensuring legal review of purchase orders and/or work order acknowledgements, and ensuring sign off by client

Assisting Finance Administrators with AR Collection issues

Assisting with processing of requisitions and AP invoices

Entering and reviewing weekly time reports and expenses into system

Other work duties as assigned.

Requirements:
KNOWLEDGE, SKILLS & ABILITIES:

The position requires prior knowledge and understanding in the following areas:

Microsoft Office and office support systems

Client MSA's and contracts for which invoices are generated

Acuren business processes & systems including MAS500, CMD, Quickbase, Sharefile, DMS

Familiarity with client site systems as applicable

Thorough understanding of collective agreement terms and conditions

The position requires the following skills and abilities:

Ability to organize and prioritize work while meeting deadlines

Excellent grasp of industry terminology

Strong accuracy and attention to detail

Demonstrated effective communication and interpersonal skills

EDUCATION:

This position requires a secondary school diploma with a minimum of three (3) years of related administrative experience.

Related post-secondary training would be considered as asset.

Benefits:
Competitive salary

Medical, dental, vision, and supplemental insurance

401K Plan

Paid Holidays

Paid Time Off

Working Conditions:
Office environment with limited physical effort, continuous mental effort, and frequent complex requests for assistance.

Travel may be required.

PHYSICAL JOB REQUIREMENTS & DEMANDS:

Sitting for extended periods of time

Company Overview:
Acuren is a trusted, single source provider of technology-enabled asset protection solutions used to evaluate the structural integrity of critical energy, industrial and public infrastructures. Committed to delivering a Higher Level of Reliability, Acuren provides an unrivaled spectrum of capabilities including inspection, traditional and advanced NDE/NDT, failure analysis, rope access, materials engineering, field engineering, reliability engineering, drones, robotics, V-Deck and condition-based monitoring services.

Our work is critical to the integrity and safety of industrial firms, including petroleum refinery, pipeline, power generation, pulp & paper, mining, pharmaceutical, aerospace and automotive industries. Acuren employs over 4,000 dedicated professionals supporting the mechanical integrity and inspection programs of the world's largest industrial segments.

Acuren is a market leader. Our formula for success is straightforward: be capable locally, with certified and well-equipped personnel supported by trained, experienced leaders. Continuing to build on a strong heritage of safety, quality and professionalism, Acuren strives to maintain incident free work environments, pursues advanced technical developments, and supports reliability programs that are valued by clients and employees.

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