Administrative Assistant

About the role

This role is responsible for managing the day-to-day operations of the facility, including front office activities, reception, mail distribution, office and facility supply management, and event coordination. The position also provides general administrative support across all office departments to ensure efficient and professional business operations.

Essential Functions

• Professionally manage all incoming calls.
• Greet and assist visitors in a courteous, professional, and hospitable manner, ensuring a positive first impression.
• Responsible for coordinating and issuing appropriate PPE for all site visitors, ensuring compliance with safety protocols and maintaining accurate inventory and documentation of PPE usage.
• Maintain cleanliness and organization of common areas, including the reception area, conference rooms, mail room, visitor restrooms, and breakroom, to uphold a professional environment.
• Receive, sort, and distribute incoming mail and deliveries; maintain and organize employee mailboxes.
• Cooker and schedule conference calls, interviews, and meeting room reservations.
• Perform general clerical duties, including data entry, document scanning, filing, and document preparation.
• Plan and coordinate company events such as holiday parties, summer picnics, and team-building activities.
• Order and maintain inventory of office, kitchen, and cleaning supplies; monitor usage levels to ensure adequate stock.
• Oversee procurement of business cards and printing materials.
• Arrange catering or meal services (breakfast/lunch) as needed for meetings or events.
• Manage digital signage content.
• Oversee uniform program, including ordering, distribution and exchanges/replacement.

Knowledge / Qualifications / Skills / Experience

• 1–3 years of experience in a receptionist, administrative, or switchboard role.
• Proficiency in English and Spanish.
• Strongly Preferred: Excellent phone etiquette and professional communication skills (verbal and written).
• Strongly Preferred: Working knowledge of mail and shipping processes (e.g., postage machines, UPS, FedEx).
• Strongly Preferred: Strong planning, organizational, and time management skills.
• Strongly Preferred: Professional appearance and demeanor.
• Required: Proficiency in Microsoft Office (Word, Excel, Outlook, Teams, PowerPoint).
• Strongly Preferred: Strong attention to detail and accuracy.
• Strongly Preferred: Effective problem-solving and decision making skills.
• Strongly Preferred: Creative mindset with the ability to develop engaging ideas for office events, improve workplace experience, and identify process improvements.
• Strongly Preferred: Creative technical skills with ability to design and produce small custom items; familiarity with Canva, Cricut, vinyl cutting, and heat‑press applications.
• Required: Ability to work both independently and collaboratively in a team environment.
• Required: Strong interpersonal and customer service skills.
• Required: Ability to handle confidential and sensitive information with a high degree of discretion, as this role supports and reports through HR and is routinely exposed to employee‑related data.

Physical Requirements

• Regularly required to sit, stand, walk, speak, read, and write.
• Frequent use of hands for keyboarding and operating office equipment; good hand-eye coordination is required.
• Ability to occasionally lift up to 40 pounds.

LOCATION

Baytown, TX

Notice To Applicants

Ravago Americas is an equal employment opportunity employer. We adhere to a policy of making employment decisions without regard to race, color, age, sex, religion, national origin, disability, veteran status, citizenship status, or marital status. We assure you that your opportunity for employment with this employer depends solely upon your qualifications.