Administrative Assistant

Job Summary

The Administrative Assistant provides advanced on-site administrative support to the Base Oil team, including data management, payment processing, vendor coordination, and general operations. This position requires daily physical presence in the Houston office to perform essential duties involving the handling of physical documents, in-person communication, and active participation in office activities.

Essential Functions (Duties that are fundamental to the role and must be performed on-site)

Vendor Payment Processing

- Record approved invoice details in Excel and maintain meticulous payment records.

- Generate vouchers for approved invoices, ensuring accuracy and completeness.

- Oversee payment processing for vendors; ensure timely submission of payments and dispatch invoices and remittance letters to vendors.

- Diligently handle the deposit of checks received from vendors and promptly reconcile as required.

- Post financial transactions and adjustments accurately, adhering to accounting standards.

- Categorize records precisely, ensuring alignment with appropriate General Ledger (GL) accounts.

- Maintain payment records and ensure audit readiness with organized documentation.

- Ensure accurate and timely clearing of payments, maintaining financial transparency.

- Collaborate with external auditors by gathering and providing requested information.

Employee expense Management

- Facilitate the monthly closure process by issuing reminders regarding corporate card details and prompting timely submission of expense reports.

- Collaborate with employees to rectify any potentially fraudulent activities and uphold financial security.

- Provide training and guidance to new hires on submitting general and trip expense reports.

- Create, validate, and process employee business travel expense reports, ensuring inclusion of all required documents.

- Initiate and process employee reimbursement payment requests in a timely manner.

- Proactively communicate with employees to secure timely submission of expenses for a streamlined year-end financial process.

Vendor and Customer Management

- Gather all required documents for registering new vendors and customers in the Master Data Management (MDM) platform, ensuring compliance with regulatory requirements.

- Communicate directly with vendors to confirm and validate bank details for setup or updates.

- Validate bank account numbers, routing numbers, bank names, and addresses for legitimacy.

- Create and revise ship-to codes for new customers, ensuring accuracy and completeness.

Credit Management

- Coordinate the annual credit renewal process for both base oil and FL business divisions.

- Facilitate the submission of credit rating report requests and initiate short-term credit applications.

- Systematically gather and prepare credit information and reports to support informed decision-making.

General Office Support

- Manage office supplies and coordinate company activities.

- Distribute mail and perform bank runs for deposits as needed.

Knowledge, Skills, and Other Abilities

- Proficiency with Microsoft Office suite.

- Strong organizational, communication, and problem-solving skills.

- Ability to manage multiple assignments, prioritize tasks, and adapt to frequent changes.

- Strong attention to detail and commitment to accuracy.

- Ability to maintain confidentiality and professionalism in handling sensitive documents.

- Ability to work in a fast-paced in-office environment with tight deadlines.

Physical & On-Site Requirements

- This position is performed entirely on-site at the Houston, TX office.

- Regular, predictable, and punctual attendance is required.

- Must be able to operate standard office equipment, handle and organize physical files, and move between departments.

- Must be able to lift and carry office supplies, files, and packages up to 20 lbs.

- Must be able to travel locally for bank deposits, vendor visits, or meetings as required by business needs.

Qualifications

- High school diploma or equivalent (bachelor’s degree preferred)

- 0-2 years’ experience in an administrative support role

- Bilingual - Korean/English is strongly preferred

Work Authorization:

Candidates for regular U.S. positions must be a U.S. citizen or national, or an alien admitted as permanent resident, refugee, asylee, or temporary resident under 8 U.S.C. 1160(a) or 1255(a)(1). Individuals with temporary visas (such as E, F-1, H-1, H-2, L, B, J, or TN) or who need sponsorship for work authorization now or in the future are not eligible for hire.

About the Job

We anticipate the application window for this opening will close on – August 25th, 2025