Job Description

Job Summary

The Administrative Assistant is responsible for providing support for our daily operations and will serve as the face of our front office. This position plays a critical role in creating a welcoming environment for guests and staff while managing a wide range of administrative tasks and office needs.

Responsibitlies

• Answer and route incoming calls professionally.
• Greet and direct visitors with a welcoming and helpful demeanor.
• Respond to emails sent to the shared inbox in a timely manner.
• Act as the go-to person for general office questions and needs.
• Manage multiple interruptions throughout the day while staying organized and responsive.
• Sort and distribute incoming mail.
• Scan and email invoices to Accounts Payable as needed and deliver checks to the supervisor.
• Keep accurate records of vendor check pickups.
• Coordinate documents that need to be notarized with supervisor.
• Assist with processing outbound shipments via FedEx and USPS
• Run local errands as needed (e.g., UPS drop-offs, Office Depot pickups)
• Provide administrative support to various departments as needed.
• Support planning and preparations for Quarterly Managers’ Meetings and company events such as the Annual Golf Tournament and Holiday Parties
• Order office supplies weekly and manage inventory.
• Coordinate maintenance requests from tenants and for internal office needs.
• Communicate with the cleaning service and ensure the office is well maintained.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• 2+ years of experience in an administrative or front desk role
• Proficient in Microsoft Office (Word, Excel, Outlook)
• Excellent verbal and written communication skills
• Strong organizational skills and attention to detail
• Ability to multitask, prioritize, and remain calm under pressure.
• Friendly, approachable, and professional demeanor
• Valid driver’s license and reliable transportation for errands

Physical Requirements

• Prolonged periods sitting at the front desk and working on a computer.
• Must be able to lift to 15 pounds at times (e.g., office supplies, packages).
• Frequent use of hands and fingers for typing, filing, and using office equipment.
• Ability to bend, reach, and occasionally climb a step stool to access office supplies or files.
• Regularly required to talk, hear, and see to communicate effectively in person and over the phone.
• Ability to walk short distances to deliver paperwork or run errands.
• May occasionally be required to stand for extended periods during meetings or events.

Northwest Petroleum (NWP) is a branded fuel retailer and an official fuel partner of Shell and Phillips 66. Operating over 60 sites, we're proud to be a premier player in the industry since 1991. In addition to providing top tier fuel to the motoring public in the Greater Houston Area, Austin, and San Antonio markets, we also own and operate QMart, a proprietary convenience store line built with modernity and technology at its core. In all of our pursuits, present and future, NWP remains steadfast in our mission to nurture excellence, provide unbeatable quality, and most of all, be extraordinary.

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