Administrative Assistant

Job Description

Step into a busy, fast-paced administrative environment where your organisational skills and attention to detail will keep operations running smoothly. This contract role offers the opportunity to support a professional team in Odessa, TX, while gaining valuable experience in benefits administration and corporate documentation.

About the Role:

As the Administrative Assistant, you will provide day-to-day administrative support to ensure efficient office operations and accurate documentation across the business. You will play a key role in preparing, managing, and filing critical records, including benefits-related documents, while coordinating with internal stakeholders to keep information up to date and easily accessible. Your work will directly support the team’s productivity and help maintain compliance with internal processes and procedures.

Key Responsibilities:

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• Provide general office administrative support, including handling correspondence, scheduling meetings, and maintaining calendars.
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• Prepare, format, and proofread documents, reports, and presentations in line with company standards.
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• Organise, file, and maintain physical and electronic records, ensuring documents are correctly labeled and easily retrievable.
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• Support benefits-related administration by preparing and processing documentation for Medical, Dental, Vision, and 401(k) plans.
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• Update and maintain databases, spreadsheets, and tracking logs with accurate and current information.
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• Coordinate the flow of information between departments, ensuring timely distribution of documents and communications.
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• Respond to routine inquiries from staff regarding documentation and administrative processes.
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• Assist with other administrative tasks and projects as needed to support the wider team.
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Key Requirements:

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• Proven experience in office administration or administrative support in a professional environment.
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• Strong document preparation skills, including formatting, editing, and quality checking.
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• Demonstrated experience with document filing systems and records management practices.
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• Working knowledge of benefits-related documentation and processes (Medical, Dental, Vision, 401(k)).
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• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
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• Excellent organisational skills with the ability to manage multiple tasks and deadlines.
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• Strong attention to detail and accuracy in data entry and document handling.
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• Clear, professional communication skills, both written and verbal.
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Desirable Skills:

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• Experience using Oracle or similar enterprise systems for data entry and records management.
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• Prior experience supporting HR or benefits administration functions.
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• Familiarity with basic compliance and confidentiality requirements related to employee records.
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• Experience working in a fast-paced, deadline-driven office environment.
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Qualifications:

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• High school diploma or equivalent required.
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• Associate degree in Business Administration, Office Management, or a related field preferred.
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• Any relevant administrative or office management certifications are an advantage.
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If you are a detail-focused administrative professional ready to contribute to a busy team on a contract basis, please submit your application for consideration.