Administrative Specialist

Administrative Specialist

JOB-10045320

Anticipated Start Date

11/17/2025

Location

Houston, TX

Type of Employment

Direct Hire

Employer Info

Our client is a North American Engineering, Procurement, Survey, and Construction company offers turnkey solutions for energy assets, from design to commissioning. With a customer-centric approach, it prioritizes safety, efficiency, and innovation while fostering long-term partnerships. Committed to sustainability and employee development, the company ensures projects are executed with integrity and care.

Job Summary

The Administrative Specialist provides high-level administrative and operational support to the organization. This role requires advanced proficiency in Microsoft Office applications, including Word, Excel, and PowerPoint, as well as an understanding of marketing practices specific to the midstream oil and gas sector. The position also supports the company’s Quality Assurance and Quality Control (QA/QC) efforts through documentation control, report tracking, and process coordination.

Job Description

• Administrative Support:
  • Prepare, edit, and format correspondence, reports, proposals, and presentations using Microsoft Word, Excel, and PowerPoint.
  • Coordinate meetings, maintain schedules, and manage logistics for internal and client-facing activities.
  • Maintain accurate and organized electronic and hard copy filing systems for corporate, project, and quality documentation.
  • Support management with administrative tasks related to project execution, procurement, and corporate initiatives.
• Marketing and Business Development Support:
  • Assist with the preparation and formatting of marketing materials, capability statements, and presentations tailored to the midstream oil and gas sector.
  • Maintain and update marketing content, project resumes, and company profiles for use in proposals and client communications.
  • Support proposal development efforts by coordinating inputs, formatting deliverables, and tracking submission timelines.
  • Conduct research on potential clients, competitors, and market trends relevant to the midstream industry.
• Quality Assurance / Quality Control Support:
  • Maintain QA/QC documentation and records to ensure compliance with company and client standards.
  • Assist with document control, ensuring proper versioning, distribution, and achieving quality-related forms, checklists, and reports.
  • Track and report nonconformance and corrective actions as directed by the Quality Manager or project leadership.
  • Support continuous improvement initiatives within administrative and quality management processes.
• This role supports both corporate and project-level functions and requires flexibility to adapt to evolving priorities.
• The Administrative Specialist serves as a key liaison between internal teams, clients, and vendors, ensuring that documentation, marketing, and quality activities are well-coordinated and executed efficiently.

Skills Required

• Minimum of 5 years of administrative experience in the oil and gas midstream sector or a related industry.
• Familiarity with Quality Assurance/Quality Control processes and documentation systems preferred.
• Advanced proficiency in Microsoft Word, Excel, and PowerPoint.
• Strong written and verbal communication skills with attention to detail and accuracy.
• Knowledge of marketing and proposal development practices within the midstream industry.
• Excellent organizational and time-management abilities with the capability to handle multiple priorities.
• Strong teamwork and interpersonal skills, able to collaborate across departments.
• Ability to maintain confidentiality and exercise sound judgment in all matters.

Education/Training/Certifications

• Associate degree or higher in Business Administration, Marketing, or a related field preferred.

We are an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, age, national origin, disability, protected veteran status, gender identity or any other factor protected by applicable federal, state, or local laws.