Administrative & HR Assistant

Position Title: Administrative & HR Assistant

Location: Houston, TX (Hybrid - 3 to 4 days on-site)

Classification: Non-Exempt, Hourly

Work Schedules: Monday - Friday, 9:00 AM - 5:30 PM

(7.5 hours per day; schedule is negotiable)

Summary

This role represents a global leader in the energy and natural

resources sector, offering a professional, stable, and deeply team-oriented

work environment. They are seeking a multifaceted professional to manage the

daily operations of their Houston office. This position is ideal for a

proactive individual looking for broad professional exposure, as it sits at the

intersection of Human Resources, IT, and Accounting. The successful candidate

will play a critical role in maintaining the office's high standards, including

providing high-level support to VIP executives and serving as a central point

of contact for both internal staff and external global partners.

Essential Duties and Responsibilities include but are not limited

to:

Office Administration & Facility Management

• Provide
  
  comprehensive administrative support to ensure the efficient operation of
  
  the Houston office.
• Manage
  
  and order all office, kitchen, promotional, and emergency supplies.
• Serve
  
  as the primary point of contact for building management, third-party
  
  vendors, and service providers (e.g., coffee machine leasing).
• Act
  
  as the designated fire warden and coordinate maintenance for office
  
  equipment, furniture, and greenery.
• Manage
  
  office parking contracts, golf memberships, association subscriptions, and
  
  seasonal donations/gifts.
• Coordinate
  
  travel and hospitality logistics for visiting VIP executives, including
  
  lodging, meals, and transportation.
• Develop
  
  and maintain robust document filing systems and assist with administrative
  
  budget management.

Basic IT Support

• Liaise
  
  with the IT General Manager and vendors to manage IT devices, systems, and
  
  network requirements for the Houston site.
• Manage
  
  office security access, including programming entry cards and keys.
• Assist
  
  with Concur administration and provide troubleshooting support for
  
  conference room equipment, servers, and printers.
• Conduct
  
  regular inventory checks of all IT equipment.

Office-Related Accounting Support

• Issue
  
  physical checks for payments and manage the deposit of incoming checks.
• Administer
  
  the corporate card program, serving as the primary bank contact and
  
  resolving employee account issues.
• Conduct
  
  periodic fixed asset inventories to ensure accurate tracking and
  
  reconciliation of company-owned assets.
• Support
  
  the AP/AR functions as requested by management.

Human Resources Administration

• Coordinate
  
  company vehicle operations, including leasing quotes, insurance coverage,
  
  registration renewals, and payment scheduling.
• Organize
  
  company events, holiday parties, and employee engagement activities,
  
  including anniversary celebrations.
• Support
  
  benefits administration by assisting with insurance enrollments,
  
  terminations, and the distribution of required notices.
• Facilitate
  
  the onboarding process for new hires, ensuring all personnel records and
  
  I-9 documentation are accurately filed.
• Maintain
  
  federal and state labor law postings and assist in the creation of the
  
  annual company calendar and organization charts.
• Update
  
  and maintain the company directory and assist with vacation tracking and
  
  timesheet maintenance.

Qualifications

• Fluency
  
  in English (reading, writing, and speaking) is required.
• Must
  
  demonstrate an active willingness to be flexible with their schedule.
  
  While the role is primarily a 3-day-per-week hybrid model, you must be
  
  available to work on-site 4 days a week on occasions when administrative
  
  or operational needs arise.
• High
  
  level of clerical confidentiality and strong interpersonal skills.
• Proficiency
  
  in Windows operating systems and MS Office applications (Word, Excel,
  
  Outlook).

Required

• Minimum
  
  of one (1) year of experience in office administration.
• Valid
  
  Texas driver's license with a clean driving record; must be comfortable
  
  operating company vehicles.
• Ability
  
  to work in a hybrid office environment in Houston, TX.

Preferred

• Previous
  
  experience supporting HR or Accounting departments.
• Experience
  
  with Concur or similar expense management software.

At Staffmark, we connect hardworking people with great companies, creating opportunities that make a lasting impact.

Staffmark is an equal opportunity employer. Allapplicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status, or any other legally protected status. Staffmark offers reasonable accommodations for qualified individuals with disabilities; contact your local branch for inquiries. Staffmark is an E-Verify employer. See our Privacy Notice for Candidates and Employees/Contractors at https://smgroupna.com/privacy-notice-for-candidates-and-employees-contractors. By applying, you consent to receive AI-generated and non-AI-generated calls, texts, or emails from Staffmark Group, its affiliates, and partners. Frequency varies and message/data rates may apply. Reply STOP to cancel or HELP for help.