Position Summary

The Administrative Assistant supports TWINS Industrial Services by managing office tasks, maintaining accurate records, and assisting with documentation required for compliance, safety, and business operations. This role ensures smooth office workflows and accurate handling of sensitive information, allowing field and management staff to focus on operations.

Key Responsibilities

• Answer and direct phone calls, emails, and office inquiries in a professional manner.

• Prepare, edit, and maintain company documents such as reports, field tickets, timesheets, invoices, and safety forms.

• Manage filing systems (digital and paper), including personnel files, certifications, training records, and compliance documents.

• Assist with data entry in QuickBooks, Jobber, or other management systems (invoices, expenses, payments).

• Track employee certifications, training records, and license renewals to support compliance.

• Assist with onboarding new employees (applications, background checks, DISA documentation, training records).

• Order and track office supplies, PPE, and consumables.

• Ensure confidentiality with employee, client, and company information.

• Provide general administrative support to management and field staff as required.

Qualifications

• High school diploma or GED required; Associate’s degree or office administration training preferred.

• 2+ years of administrative/office support experience (industrial, oilfield, or construction industry experience a plus).

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and cloud-based tools.

• QuickBooks or other accounting software experience preferred.

• Strong written and verbal communication skills.

• Detail-oriented with excellent time management and organizational skills.

Preferred Skills

• Familiarity with safety documentation, licensing, or compliance record-keeping.

• Comfortable handling confidential information.

• Team-oriented with strong interpersonal skills.

• Ability to adapt in a fast-paced environment.