Sr Administrative Assistant

The Sr Administrative Assistant provides high-level administrative, financial, and operational support to both office and field personnel. This role is responsible for coding and distributing invoices for approval, cost tracking, fleet management support, safety reporting, and coordinating communication between field offices and the home office. The ideal candidate is detail-oriented, proactive, and able to manage multiple responsibilities with minimal supervision.

Key Responsibilities

Financial & Cost Support

• Code and distribute invoices accurately and in a timely manner.
• Track and capture costs across various assets, categories, cost codes, and projects.
• Work with vendors to make sure all costs are reported in a timely manner.
• Prepare monthly Lease Operating Expense (LOE) guidance for accounting.
• Generate and distribute monthly LOE variance reports on spending by category, cost code, and asset to accounting and upper management.
• Coordinate and participate in monthly variance meetings with management.
• Provide management with AFE overrun reports on various projects.
  
  

Fleet & Safety Management Support

• Assist with tracking and managing company fleet, including assignment, mileage, and maintenance status.
• Help maintain Geotab (or other telematics systems), ensuring accurate safety-driving data and compliance.
• Run, print, and distribute Geotab and fleet-related reports to management and leadership.
• Support follow-up on safety or driving compliance issues identified in reports.
  
  

Administrative and Operational Support

• Coordinate, schedule, and set up meetings between field offices and home office.
• Maintain organized records, files, logs, and documentation related to costs, fleet, and field operations.
• Provide general administrative support to field operations teams, and management teams.
• Assist with communication flow between departments to ensure timely completion of tasks and reporting.
• Any and all duties as expected or required.