Administrative Assistant: III

Job Title: Administrative Assistant
Duration:  24 months
Location: Houston, TX
Work Mode: Onsite
 
Role Overview
The Administrative Assistant plays a key role in supporting the General Services function by ensuring smooth day-to-day office operations. This position goes beyond traditional administrative tasks and includes coordination of events, travel, expenses, vendor interactions, and internal service support.
The role is critical in maintaining an organized, efficient, and compliant workplace while collaborating with cross-functional teams such as Finance, HR, IT, Security, and Facilities. The ideal candidate is proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment.
This position reports to the General Services Manager and operates within a centralized administrative support structure.
 
Key Responsibilities
1. Office Administration

• Maintain a well-organized and professional office environment aligned with company standards
• Act as the central point of contact for administrative requests, ensuring timely responses
• Prepare and manage documents, reports, presentations, and communications with accuracy
• Coordinate calendars, meetings, room bookings, and logistics
• Support document management and maintain records as per internal guidelines
• Track and manage requests through shared mailboxes, forms, or ticketing systems

 
2. Event & Meeting Coordination

• Plan and execute internal meetings and events from start to finish
• Manage logistics such as venue setup, catering, and communication
• Coordinate with vendors and internal stakeholders for smooth execution
• Handle event budgets, approvals, and expense tracking
• Ensure consistency and adherence to company standards
• Gather feedback and suggest improvements for future events

 
3. Travel Coordination

• Arrange domestic and international travel in line with company policies
• Manage approvals, itineraries, and travel-related issues
• Support post-travel expense submission and documentation

 
4. Expense & Financial Support

• Prepare and submit expense reports (e.g., Concur, SAP) with proper documentation
• Track expenses against budgets and cost centers
• Support procurement activities including requisitions and invoice tracking
• Coordinate with Finance for timely vendor payments and issue resolution
• Maintain organized records for audit and compliance purposes

 
5. Vendor & Stakeholder Coordination

• Act as a liaison between internal teams and external vendors
• Maintain vendor information and ensure effective communication
• Support vendor onboarding and related documentation

 
6. Compliance & Risk Management

• Follow company policies related to finance, security, and approvals
• Ensure adherence to internal processes and controls
• Identify and escalate any discrepancies or risks

 
7. Process Improvement & Projects

• Support initiatives to improve processes and operational efficiency
• Help develop tracking tools, templates, and reports
• Contribute to continuous improvement and service excellence

 
Qualifications & Skills

• Associate’s degree required
• 3+ years of administrative or similar experience
• Strong organizational and multitasking abilities
• High attention to detail and accuracy
• Ability to handle confidential information with discretion
• Strong communication and interpersonal skills
• Proactive and problem-solving mindset
• Experience with expense tools (Concur, SAP) preferred
• Proficiency in MS Office (Excel, Word, PowerPoint, Outlook); SharePoint is a plus
• Ability to work in a fast-paced and dynamic environment

 
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At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position's starting pay is: $30.00/hr.