Administration Staff in Houston, Texas at United Clearing Services

Admin Assistant/ Support

Job Summary: The Admin Assistant / Staff will perform routine clerical duties to support the Houston finance office of our line clearance company. This part-time role provides essential operational support, including the management of secure virtual and physical document storage, executive assistance to the CFO, and daily administrative tasks.

Supervisory Responsibilities:

• None.

Duties/Responsibilities:

• Performs clerical duties including typing, filing, and completion of simple forms.
• Operates office machines including copiers, scanners, phone and voicemail systems, personal computers, and other standard office equipment.
• Answers phones, directs calls to appropriate individuals, and prepares messages.
• Copies, sorts, and files records related to office activities, business transactions, and other matters.
• Prepare letters, memos, forms, and reports according to written or verbal instructions.
• Sorts incoming mail and deliveries to appropriate department or individual; processes outgoing mail/deliveries.
• Maintains and organizes the physical filing room; manages the Virtual Data Room (VDR) to ensure financial documents are current and accessible.
• Provides direct administrative support to the CFO with basic tasks, scheduling, and calendar management.
• Performs other related duties as assigned.

Required Skills/Abilities:

• Ability to type at least 45 words per minute.
• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with Microsoft Office Suite or related software.
• High level of discretion when handling sensitive financial and operational information.

Education and Experience:

• High school diploma or equivalent required.
• Clerical experience preferred.
• Experience with document management systems or virtual data rooms is a plus.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.