Administrative Assistant

At Cheniere, we provide the world with safe, reliable energy. But more than that, we provide opportunities for our talented employees to impact their communities every day. Our diversity is key to our continued success and forges a path where our culture supports greater equity and inclusion for our employees, customers, and beyond.

 

POSITION OVERVIEW

The Administrative Assistant reports directly to the Site Administration Manager.   The position overview provides general administrative support with a variety of administrative activities and related tasks. This position will be responsible to perform receptionist and administrative duties, such as answering incoming calls, directing calls to appropriate personnel, mail distribution, and flow of correspondence, requisition of supplies and consumables as well as additional administrative duties.  Politeness, professionalism, and appropriate responses are essential to best represent the Company in a positive manner.

This is a non-Dot position.

 

RESPONSIBILITIES AND ESSENTIAL DUTIES

• Answers and directs telephone calls, delivers messages, schedules conference calls, and distributes incoming mail. 
• Maintains security by following visitor guidelines.
• General administrative office duties to include filing, organizing, photocopying, faxing, binding including routine reports and other administrative responsibilities as requested.
• Manage meeting rooms in outlook and meeting room maintenance.
• Schedule and coordinate meetings/appointments. Duties include determination of special equipment needs, room accommodations and arranging catering, as needed.
• Maintain inventory and coordinate all supply orders for site.
• Book catering for Company meetings when required.
• Basic accounting duties to include assisting with generating purchase requisitions, vendor setup, vendor correspondence for price quotes and deliveries, and researching discrepancies.  
• Processing/tracking invoices, supporting documentation and purchase orders for accuracy and receiving in system.
• Run general errands as required.
• Provide general administrative support and performs other duties as assigned.
• Serves as primary application expert when developing any PowerPoint presentations or Excel spreadsheets for Site Groups at the Terminal. 
• Assists department with onboarding of new hires and contractors.
• Assists with Budget reconciliation activities, including assisting the  Site Director/Manager with reports and obtaining backup data for recorded expenditures.
• Reviews and verifies employee's expense account statements to ensure correct categorization, coding, and approval levels.  Submits for further processing.
• Plans and participates in celebrations/activities, as needed, including End-of-the-Year Celebration, Company Picnic, All Hands Meeting, Site Celebration, etc.  When planning an event, must present a Budget and maintain expenditures within the defined limit.
• Serves as a backup in supporting other Administrative Staff at the Terminal.
• Cross-trained with other Administrative Staff as needed during periods of leave.
• Completes all Regulatory Training as required.
• Other duties as assigned
• The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time, or the scope of the job may change as necessitated by business demands

 

KNOWLEDGE AND SKILLS: 

Knowledge:

This position requires an understanding of the company’s organization, functions, roles, and responsibilities.  Advanced knowledge of office protocol, customer service philosophies, document management methodologies and procedures, and automated online system applications is required. Must be fully functional and self-directed with the ability to manage competing priorities and have expertise in project management and service delivery. 

Skills:

• Expert administrative and communication abilities are required. 
• Must possess an acute sensitivity to safety issues in a hazardous environment. 
• Must be an effective communicator at all levels of an organization and with individuals and groups from different disciplines, industries, and governmental agencies and exhibit exceptional written, oral, and interpersonal communication skills. 
• Must have strong and effective organizational skills and proven capability to manage multiple projects. 
• Expert computer knowledge including Microsoft Office Suite including Word, Excel, Access, Visio, Project and PowerPoint, automated document management applications, and the aptitude to continually learn new software or applications is required.