Administrative Assistant - Part Time

Description

Operating under its parent company, Vertex Energy, H&H Oil, our administrative professionals are the backbone of our organization. We’re seeking detail-oriented individuals to manage critical processes in a dynamic, collaborative environment. You’ll coordinate essential functions, support team initiatives, and drive operational excellence while embracing a culture of continuous improvement. If you’re ready to put your organizational expertise to work and make a tangible impact on our business, your pathway Forward starts with H&H Oil.

Position Summary:

The Part-Time Administrative Assistant serves as a key member of the Customer Service team, reporting to the Customer Service Manager. This role supports Operations across Customer Service, Transportation, and Sales through a variety of administrative, organizational, and communication tasks. The position regularly handles confidential and time-sensitive information and requires familiarity with standard industry practices and procedures. The ideal candidate communicates effectively, ensures accuracy in all responsibilities, and consistently delivers high-quality work in a timely manner.

Responsibilities & Essential Job Functions:

Administrative

• Answer, screen, and return incoming calls; monitor voicemail and follow up as needed 
• Greet visitors, manage access, and coordinate with vendors 
• Prepare and distribute written and electronic correspondence 
• Perform data entry and maintain Excel spreadsheets 
• Generate, review, and close out work orders 
• Maintain office supply inventory 
• Scan, file, and organize documentation 
• Create and maintain customer records and files 
• Manage incoming and outgoing mail and packages 
• Coordinate travel arrangements as requested 

Customer Service Support

• Maintain call-in logs and communicate customer information to managers, sales representatives, and drivers 
• Coordinate and distribute sales leads to the appropriate sales team members 
• Verify and update customer pricing as needed 
• Route customer inquiries to the appropriate department 
• Respond to customer questions, complaints, and correspondence in a timely manner 
• Process and manage work orders within the system 
• Generate invoices and coordinate mailing 
• Collaborate with accounting to verify customer payment status 

Accounting Support

• Set up and maintain customer accounts, including pricing and contact details 
• Generate work orders and invoices 
• Request and track purchase orders 
• Assist vendors with purchase orders, invoices, and payment inquiries 
• Set up new vendor accounts 
• Process customer payments and support accounting functions as needed 

Transportation Support

• Prepare and maintain route schedules and update systems and route sheets 
• Provide routing support and communicate updates to drivers 
• Generate and update transportation-related reports as needed

Requirements

• High school diploma required.
• Three years of related experience or equivalent combination of education and experience.
• Proficiency in using computers and various software such as Microsoft Office applications.
• Ability to work effectively in a team environment.