Contracts Administrative Assistant


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Website Universal Plant Services

Contracts Administrative Assistant

Headquartered in the Houston metropolitan area, Universal Plant Services has 16 full-service facilities spanning the U.S. Gulf Coast, West, and Midwest, making it one of the largest specialty service companies in North America. With our demonstrated commitment and capability to address client needs and requirements wherever their operations occur, UPS offers a world of equipment service capabilities.

For over 30 years, Universal Plant Services (UPS) has been a comprehensive service provider for the energy industry, providing project management, installation, maintenance and repair services for rotating and fixed equipment for daily maintenance requirements, turnarounds, and capital projects.

Summary of Position

Universal Plant Services is in need of a Contracts Administrative Assistant who will be responsible for managing the Purchase Order SharePoint site, documentation verification, detailed data entry and assisting others within the department as needed. This position will encounter a high volume of purchase orders and is repetitive in nature.

Essential Job Responsibilities

  • Purchase Order Site management
    • Receive high volume of Purchase Orders
    • Log and assign Purchase Orders, Changes Orders, Purchase Order revisions
    • Monitor the approvals of the Purchase Order
    • Progress the Purchase Orders through the correct process
    • Review contractual documents from customers
    • Verify all information and documentation needed is collected and required approvals have been received
  • Redline Purchase Orders
    • Redline Customer Purchase orders using standard approved clauses for legal terms
    • Ensure protection and risk mitigation comply with company guidelines
  • Submit documents via DocuSign for signature/execution as requested
  • Provide administrative support
  • Create summaries of contract documents

Experience and Education

  • Oil and gas industry Experience
  • Purchase Order or Procurement Experience
  • 2 years professional office experience
  • High School Diploma or Equivalent

Skills and Attributes

  • Familiar with Purchase Order components
  • Familiarity with Contracts
  • Knowledge of the Microsoft Office Suite and Adobe Acrobat
  • Proficient in SharePoint on Prem and O365
  • Excellent written and verbal communication skills
  • Ability to interact well with coworkers and management from all departments.
  • Detailed oriented and organized
  • Willingness to assist others as needed
  • Must be able to sit for long periods of time
  • Must be able to lift more than 30 pounds
  • Use repetitive hand motions
  • Prolonged use of the computer
  • Steady phone and email interactions
  • Requires considerable concentration and focus with a constant workload
  • Above average concentration/intensity, which includes prolong mental effort
  • Ability to multi-task

Tagged as: Change orders, contracts, Data Entry, DocuSign, high volume, Microsoft Office, Oil and Gas, purchase order, Sharepoint, team player, Verbal skills, written skills

You can apply to this job and others using your online resume.