AP/Fleet Inventory Administrator

The AP/Fleet Inventory Administrator is responsible for providing high-level administrative support for the President of the organization, overseeing the organization’s Accounts Payables, Property Taxes, Fleet Administration, Sales and Marketing efforts, and inventory management systems.

Duties Include

Fleet and Asset Oversight

• Manage organizational vehicle fleet, ensuring proper documentation, licensing, insurance, and maintenance records are up to date.
• Oversee administration of fuel card and toll accounts, ensuring accurate tracking, reporting, and reconciliation.
• Develop and maintain systems for monitoring fleet usage, fuel, costs, and compliance.
• Serve as the primary point of contact for fleet-related vendors and service providers.
• Provide regular reporting on fleet activity, expenses, fuel, and operational needs for leadership.

Accounts Payable

• Input invoices relating to purchase into the payables system, verifying vendors, products, quantities and dollars charged between receiver and invoice.
• Review and process employee expense reimbursements in accordance with company expense policy and proofing all supporting receipts.
• Conduct necessary research to obtain invoice, approvals, receiver or other documentation in order to process vendor payments within specified terms.
• Obtain approval and process payments for approved invoices
• Assist with month-end close activities.

Executive Support

• Serve as the primary point of contact for the President, managing calendars, scheduling meetings, and coordinating travel arrangements.
• Prepare and edit correspondence, communications, presentations, and reports on behalf of the President.
• Organize and maintain confidential files, records, and documents.
• Support the President in managing priorities, ensuring timely follow-up on tasks, projects, and deadlines.
• Coordinate board meetings and other executive-level gatherings, including logistics, agendas, and minutes.
• Assist with special projects as assigned, providing research, analysis, and administrative coordination.

All Employees Shall:

• Cooperate with their employer for the purposes of protecting the health and safety of themselves as well as other workers either engaged or at the work site where the work is being carried out.
• Follow Company Policies and procedures
• Complete required paperwork and expense reports
• Perform other job-related tasks as assigned by management

Special Skills Required

• Detail oriented, self-motivated and reliable
• Ability to self-direct work schedule and multi-task
• Make and keep company and customer commitments
• Ability to lead others
• Success in working on small teams
• Ability to share on-the-job knowledge with others
• Ability to communicate with multiple levels of employees & external contacts
• Maintain a high level of integrity and ethics
• Must be able to pass a drug & alcohol test, MVR and FBI background check
• Must possess and maintain a valid driver’s license
• Must abide by Company safety policies at all times
• High School Diploma or equivalent
• Knowledge of NDE a plus
• Knowledge of NetSuite a plus
• Proficient computer skills – including Microsoft Office, including Word, Excel, Outlook, Teams and Power Point

Working Conditions:

• Standing, walking, sitting, lifting, crawling, carrying, pushing, pulling, reaching, handling, fingering, feeling, talking, hearing, visual acuity, accommodation and color vision
  
  • Moving, carrying and lifting objects in excess of 50 pounds
  • Be able to step up into vehicles or onto equipment
  • Working extended hours and standing for extended periods of time
  • Working in indoor and outdoor environments in conditions of extreme heat and cold
• Long hours of computer usage can create visual and mental stress
• Daily fast pace, deadlines, and sheer volume of work can create stress

Position requires in office support. Location is near Houston intercontinental airport.