Office Assistant/ Project Administrator

VERSATILITY. EXPERTISE.

With these two words, Vertex makes the promise that we will always be versatile in developing solutions to our clients’ unique needs and that we will always demonstrate expertise in our designated fields.

Since 1962, Vertex has been a leading North American provider of environmental services. With over 60 years of expertise, Vertex helps clients achieve their development goals through our versatile suite of services. From the initial site selection, consultation and regulatory approval, through the construction, operation and maintenance phases, to conclusion and environmental cleanup, Vertex offers a diverse range of services throughout the life cycle of our clients’ projects.

OVERVIEW

The Office Assistant role has been developed to support the daily operations of the Vertex Resource Services division. The Office Assistant actively reports to the Manager – Financial Systems - Consulting, overseeing the Vertex Resource Services Inc. team they are supporting. 

CANDIDATE QUALIFICATIONS

• Minimum 1-5 years of Accounting (AP/AR/Billing) knowledge

• Good understanding in: Engineering/Geotechnical/Oil & Gas/Construction Industry, third party billing and coding, setup and maintenance of client/vendor files is an asset
• Experience with Invoicing submission platforms desirable but not necessary
• Intermediate Microsoft Office – specifically Excel and Nitro PDF skills are required, i.e. formulas, pivot tables, charts/graphs, formatting
• Must have excellent communication skills working with multiple stakeholders
• Ability to work in a fast-paced environment
• Proficient at data entry with speed and accuracy.
• Strong multi-tasking skills with an ability to prioritize work and effectively meet deadlines
• Strong team building and relationship skills
• Ability to work independently, focus oriented and self-motivated.
• Working knowledge of Deltek VantagePoint software is a definite asset

RESPONSIBILITIES

• Processing of full cycle accounts receivable/accounts payable
• Initiate project within Vertex systems (Vantagepoint, ElmTree, Teams, etc.) in consultation with Project Managers 
• Manage invoicing processes for various Vertex clients as assigned
• Independent reparation of draft invoices for approval and sign off
• Communication with project managers
• Maintains and monitors project budgets, and expenditures
• Respond and provide support to various requests and inquiries from internal team members and clients
• Communicate any discrepancies to internal and external customers
• Provides administrative support as needed
• Point of contact for services required at office/Reception
• Procure products to maintain inventory levels of all supplies used by operations in day-to-day work functions.  
• Maintain equipment and equipment listings for equipment at Vertex office.
• Assist with onboarding of new staff. Act as liaison between HR and operations group to book required training and provide office specific information. 
• Liaise with Vertex Corporate Shared Services for office needs (Corporate IT Group, Fleet, Safety, Facilities, Landlord)
• Other duties as directed by your direct supervisor or manager. 

LOCATION

• This position will be based out of our Conroe Texas office. 

ADDITIONAL INFORMATION

• Compensation is commensurate with education and experience
• Medical and dental insurance
• Company Paid Time Off (PTO)
• Retirement savings plans (401k)
• Excellent company culture

With a track record of success, Vertex provides a fast-paced environment where people thrive. We recognize that each member brings a valuable skillset to the Vertex team and we make health, safety and community well-being a priority by supporting numerous endeavors at each of our locations across North America.

At Vertex, we value teamwork through collaboration and provide support across the entire organization. If you think you have what it takes to play for the Vertex team, please apply.

*We would like to thank all applicants for their interest in this position, however only those selected for interviews will be contacted.