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PetroChoice Operations Administrative Assistant in Dallas, Texas

Assists all facility personnel with paperwork processing, scanning and forwarding completed paperwork processing, scanning and forwarding cash receipts and all other general paperwork for the facility to the Accounting department for processing. Assists customer walk-ins and pick-ups. Processes any fuel island transactions. Assists Branch Operations Manager with all administrative and clerical requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following. The Company reserves the right to add to, delete, change or modify the essential duties and responsibilities at any time. All work is to be completed with minimum supervision and in accordance with Company standards. Other duties may be assigned.

  • Organize, collate, scan, and archive all daily business records for facility.

  • Provide assistance to all customer walk-ins and pick-ups.

  • Greet and assist all visitors to the facility.

  • Assist warehouse personnel with bill of lading processing.

  • Assist dispatch with printing, sorting and organizing delivery tickets for drivers.

  • Assist Branch Operations Manager with all administrative and clerical requirements.

  • Assist Sales department with mailings and special projects.

  • Scan and archive all daily business transaction and forward for processing.

  • Assist customers with fuel island transactions, including credit card transactions and assistance with fleet cards and PIN's.

  • Process, account for, and reconcile all cash transactions for the facility.

  • Assist the HR Department with filing, mailings, special projects, scheduling interviews, etc.

  • Open and distribute mail and maintain postage level for the postage machine.

  • Order office supplies. Maintain, organize, and replenish supply cabinet and kitchen supplies as needed.

  • Provide assistance for all office and administrative functions at the facility and other tasks as assigned.

COMPETENCY:

To perform the job successfully, an individual should demonstrate the following competencies:

  • Database organization, access, and retrieval techniques.

  • Data communication principles, practices, and restrictions.

  • Modern accounting and office practices and procedures including equipment and software utilization.

  • Information technology management.

  • Analyze, interpret, summarize, and report research findings in written and verbal methods to senior management.

  • Produce written documents with clearly organized thoughts using proper English sentence construction, punctuation and grammar.

  • Comprehend and make inferences from written material in the English language.

  • Excellent oral communication skills with customers, co-workers, vendors, executive management members in face-to-face one-on-one settings, in group settings, or via telephone.

  • Monitor or observe data to determine process issues or problems.

  • Work cooperatively for the betterment of the enterprise with all fellow employees.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Must be fluent in written and oral use of the English language. Fluency in both English and Spanish may be a requirement at some Facilities as determined by local demographics.

  • Must possess highly advanced PC skills including training and knowledge of various software packages in an integrated ERP type system. Ability to read, analyze, and interpret general business records and reports. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from managers, clients, customers, vendors, or the general public.

EDUCATION/EXPERIENCE:

Associate’s Degree from an accredited college or university and at least three (3) year of experience; or equivalent combination of education and experience.

LANGUAGE ABILITY:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATH ABILITY:

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

COMPUTER SKILLS:

To perform this job successfully, an individual should have knowledge of Microsoft Word, Excel, PowerPoint, and other report writing and project planning software. Experience working in an ERP environment is desirable.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include Close vision, Distance vision, Peripheral vision, Depth perception and Ability to adjust focus. While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and sit.

EOE.

Job ID: 2021-2503

External Company Name: PetroChoice

External Company URL: http://petrochoice.com/

Street: 12003 Corporate Dr.

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