Administrative Assistant

Job Title: Office Admin Assistant

Employment Type: Full-Time

Position Overview

Legacy Staffing is seeking a highly organized and detail-oriented Administrative Assistant on behalf of our client. This role plays a key part in supporting Inspection and Operations teams by leading daily administrative activities, overseeing billing and financial support functions, managing payroll and timekeeping processes, and ensuring accuracy, compliance, and operational continuity. The ideal candidate will have strong administrative, accounting, and coordination experience within an industrial or services-based environment.

Key Responsibilities

Administrative & Operations Support

• Lead and coordinate daily administrative activities supporting inspection operations
• Serve as the primary administrative point of contact for Operations Managers and Supervisors
• Provide guidance, training, and functional support to administrative staff
• Ensure inspection jobs are completed and documentation meets required standards
• Prepare, review, and distribute daily, weekly, and monthly operational reports
• Maintain department databases and company policies and procedures
• Participate in customer meetings and support operational communications
• Ensure confidentiality, accuracy, and integrity of all records

Billing, Accounting & Financial Support

• Oversee preparation, review, and issuance of customer invoices aligned with service agreements and billing standards
• Monitor customer purchase orders and resolve billing discrepancies
• Process vendor invoices and support Accounts Payable and Accounts Receivable activities
• Support month-end close, including revenue recognition and payable reconciliation
• Maintain accurate financial records and assist with budgeting and reporting

Payroll & Timekeeping

• Oversee payroll processing, employee timekeeping, and expense tracking
• Serve as a time system power user and subject matter resource
• Review payroll data for accuracy and assist with corrections and reporting

Vendor, Systems & Resource Coordination

• Manage vendor relationships, including new vendor setup
• Coordinate with IT on system access, office equipment, and system needs
• Monitor and manage office supply inventory
• Support planning and execution of department and company events

Compliance & Safety

• Ensure compliance with all company quality, safety, and HSE policies
• Participate in required safety meetings and training programs

Required Qualifications

• High school diploma or equivalent
• 2+ years of experience in administrative, billing, or accounting support roles
• Experience supporting billing, accounting, or administrative operations
• Strong organizational, analytical, and problem-solving skills
• Ability to work independently, prioritize workload, and meet deadlines
• Strong verbal and written communication skills
• Proficiency with Microsoft Office (Excel, Word, Outlook, Teams)

Preferred Qualifications

• 1–2 years of experience in oilfield or industrial services environments
• Experience with ERP or MRP systems (JD Edwards preferred)
• Working knowledge of payroll, accounting, and procurement processes
• Experience training or supporting administrative staff
• Background in office or business administration

Physical Demands

• Occasional lifting and carrying of files and office materials
• Routine use of computers, printers, scanners, and standard office equipment

If you thrive in a fast-paced operational environment and enjoy being a key administrative and financial support resource, we encourage you to apply. Legacy Staffing is proud to connect skilled professionals with impactful opportunities across industrial and operations-focused organizations.