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titanoil

Administrative Assistant

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Job Summary

The Administrative Assistant is responsible for providing administrative support to management and employees while ensuring efficient operation of the office. This position performs a variety of clerical, organizational, and administrative duties to support daily business operations within the oil and gas industry. The Administrative Assistant is expected to demonstrate a commitment to Titan Energy Services, LLC's Mission and Core Values, comply with all company policies, safety requirements, and applicable federal and state regulations, and always represent the company in a professional and courteous manner.

Role and Responsibilities

  • Provide administrative support to management and staff across multiple departments.
  • Answer and direct incoming telephone calls, take messages, and respond to routine inquiries.
  • Greet customers, vendors, applicants, and visitors in a professional manner.
  • Manage incoming and outgoing mail, packages, and deliveries.
  • Prepare, edit, format, and distribute correspondence, reports, forms, and other business documents.
  • Maintain organized filing systems, both electronic and paper.
  • Assist with data entry, document tracking, and record retention requirements.
  • Maintain office supplies inventory and coordinate purchasing of office materials.
  • Assist with onboarding paperwork and administrative support related to Human Resources activities.
  • Support payroll, accounting, and billing functions by gathering and organizing required documentation.
  • Coordinate and assist with company meetings, training events, and employee functions.
  • Generate reports and spreadsheets as requested by management.
  • Assist with special projects and other administrative duties as assigned.
  • Assist Accounts Receivable (AR) with recording invoices/revenue into Titan accounting system in a timely manner, in accordance with contract obligations and in the correct time period.
  • Assist AR with pulling payment invoices according to remittance paperwork and file according to company.
  • Assist with editing/changing tickets as requested by the AR Coordinator; code tickets specific to each customer process; scan paperwork and save files according to customer process sheets.
  • Perform purchase order lookup and add costs of billable purchases.
  • Assist with tracking costs to ensure receipts are fully billed before accepting new invoices with new charges.
  • Ensure confidentiality of sensitive company and employee information.
  • Communicate effectively and professionally with employees, customers, vendors, and management.
  • Conform to and ensure compliance with company policies and procedures.



Qualifications and Education Requirements

  • High School Diploma or equivalent required.
  • Minimum of one (1) year of administrative office experience preferred.
  • Experience within the oil and gas industry is preferred but not required.
  • Experience with Human Resources processes and documentation is preferred but not required.
  • Experience using QuickBooks is preferred but not required.
  • Proficient in Microsoft Office applications, including Word, Excel, and Outlook.
  • Ability to learn and utilize company software systems and technology platforms



PERSONAL SKILLS

Candidate must have:

  • Strong organizational and time management skills with exceptional attention to detail.
  • Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.
  • Excellent written and verbal communication skills.
  • Strong interpersonal and customer service skills.
  • Professional demeanor with the ability to maintain confidentiality.
  • Ability to work independently and as part of a team.
  • Strong problem-solving skills and ability to adapt to changing priorities.
  • Dependable work ethic with a positive attitude and willingness to assist where needed.
  • High level of accuracy and commitment to quality work.
  • Ability to maintain professionalism when interacting with employees, customers, vendors, and the public.


We offer a competitive benefits package for full-time employees including:

  • 100% Employer paid medical insurance - including spouses and dependents
  • 100% Employer paid dental insurance - including spouses and dependents
  • 100% Employer paid vision insurance - including spouses and dependents
  • 100% Employer paid group life insurance
  • 100% Employer paid long term disability insurance
  • Health Savings Accounts
  • Supplemental short term disability insurance
  • Voluntary Life and AD&D Insurance
  • 401(k) retirement plan - 4% Employer match after 1,000 hours worked
  • Paid time off
  • Bonuses