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Administrative Assistant

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Administrative Support
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18000518 Requisition #
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POSITION OVERVIEW
The Administrative Assistant is responsible for providing general administrative support to the Supervisor of Office Administration and assist in preparation of administrative work which can include conducting research and compiling data for special projects. 
 
KNOWLEDGE
This position requires an In-depth knowledge of office protocol, research and analysis, document management, project management and providing high-level administrative support. Extensive knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Visio) is required.
 
RESPONSIBILITIES AND ESSENTIAL DUTIES
 
  • General administrative office duties to include answering inbound calls, filing, organizing, photocopying, faxing, binding, sorting and distributing mail, maintaining office supplies, and other administrative responsibilities as requested.
  • Schedule and coordinate meetings, appointments, travel arrangements, and department daily and vacation calendars.  Duties include determination of special equipment needs, room accommodations and arranging catering, as needed.
  • Compile and maintain department listing, including addresses and contact information.
  • Review, verify and submit employee expense reports with special attention to  accuracy and proper account coding.
  • interact with Computerized Maintenance Management System (CMMS) in support of departmental needs.
  • Responsible for providing a wide variety of administrative work which will require considerable initiative and independent judgment.
  • Possess flexibility and the ability to prioritize and handle multiple tasks in a fast paced environment.
  • Assist with generating purchase requisitions, vendor set up, vendor correspondence for price quotes and deliveries, and research discrepancies as needed. May also include processing/tracking invoices, compiling supporting documentation for purchase orders for accuracy and receiving.
  • Ability to provide a professional level of internal/external customer service.
  • Support other Administrative staff as needed.
QUALIFICATIONS (EDUCATION, EXPERIENCE, AND SKILLS:
 
  • Education: Preferred Bachelor’s Degree, but not required, with a minimum of 2 years’ experience in administrative support. A combination of education and pertinent experience may be considered.
  • Skills: 
    • Exceptional administrative and strong communication abilities are required. Must be an effective communicator at all levels of an organization. Exhibit exceptional written, oral and interpersonal communication skills.
    • Ability to support Terms of References for meetings and produce and manage action items.
    • Requires the ability to relate well with others in a professional and knowledgeable manner.
    • Must have strong and effective organizational skills and proven capability to manage multiple projects.
    • Requires independent judgment on effective time management and workload prioritization.
    • Advanced computer knowledge including Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, and Visio, aptitude to continually learn new software or applications is required.
    • RECOMMENDED:
      • Maximo experience preferred.
      • Prior experience with scheduling, maintaining calendars, scheduling of conference rooms, catering coordination and travel itineraries required.
      • Proven ability with high-level interpersonal skills to handle sensitive and confidential situations.
      • Position continually requires demonstrated poise, tact, and diplomacy while exemplifying a commitment to serve and resolve concerns.
      • High level of self-start motivation and capacity to manage and conduct multiple priorities.
      • Ability to manage projects independently with minimal supervision.
      • Team player with the ability to work with a multi-disciplinary team.
      • Perform other related duties and assignments as requested.
DIRECT REPORTS
No direct reports.
 
FREEDOM TO ACT
Ability to multi-task and function in a highly dynamic atmosphere; must exercise discretion and confidentiality.  Proactively identifies opportunities to improve efficiency and performance of activities normally assigned to this position.  Ensures improvements satisfy company requirements, policies, and guidelines.  Independently shares knowledge and appropriate documentation with Supervisor of Office Administration at the Terminal, other departments at the Terminal, and with appropriate contacts based at the Corporate Office.
 
WORK CONDITIONS
 
  • While performing the duties of this job, the employee will work primarily indoors and minimally outdoors and exposed to year around weather conditions.
  • Job is performed in a typical office environment but is subject to time pressures and constraints.
  • Must be able to obtain and maintain a Transportation Workers Identification Credential (TWIC).
  • Subject to drug and alcohol testing, per applicable federal regulations or as required by Cheniere.
  • While performing the duties of this job, the employee is often required to stand, walk, sit, stoop, kneel, crouch, and lift objects weighing approximately 20 pounds.
 
ADA JOB REQUIREMENTS
Reasonable accommodations will be made to ensure that the essential functions of the job can be performed and not hinder the employee's performance due to physical, mental or emotional disability.
 
EQUAL EMPLOYMENT OPPORTUNITY
Cheniere Energy is an equal opportunity workplace. All employment decisions are made without regard to sex, race, color, religion, national origin, citizenship, age, disability, marital or veteran status, sexual orientation, gender identity or expression, or any other legally protected categories. This includes providing reasonable accommodation if requested for disabilities or religious beliefs and practices.

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