Office Administrator

SUMMARY

Provides advanced administrative, billing, and operational support to ensure efficient department operations. Coordinates invoicing, purchase orders, reporting, and client interactions while maintaining accurate records. Operates with moderate independence and supports junior administrative staff as needed.

DUTIES & RESPONSIBILITIES

• Performs a broad variety of intermediate to senior level administrative tasks as directed and required for the support of the office or individual.
• Prepares and proofreads office documents and memoranda, which may include complex technical, statistical, and narrative reports and presentations; distributes copies of documents as directed; Prepares special reports including gathering and summarizing data.
• Prepares formal business communication, recurring reports, and similar correspondence; acquires signatures as necessary.
• Maintains the calendar for the assigned department or individual including individual/group meetings, conferences, and travel.
• Schedules and coordinates large business meetings and conferences as well as taking notes, minutes, or other required documentation as directed.
• Maintains and organizes files and records, including confidential records and reports.
• Greets and welcomes visitors; answers and directs phone calls if needed.
• Collaborate or guide other administrators/departments to complete some office functions; may oversee collection and submission of monthly timesheets.
• May act as an informational resource to other administrative personnel as needed.
• Assures sufficient stock of office supplies and maintains meeting rooms and overall office organization.
• Performs other related duties as assigned.
• Coordinate site maintenance and onboarding of employees.
• Raise and process invoices in Oracle with approval checks.
• Verify PO balances and ensure sufficient funds before invoicing.
• Prepare draft, monthly, and quarterly invoices (including Woodside and Chevron processes).
• Raise credit notes where required.
• Submit invoices via systems such as Ariba, Coupa, and GEP or via email.
• Maintain billing trackers and spreadsheets.
• Liaise with clients on invoicing and PO issues.
• Manage AR processes, including statements and overdue follow-ups.
• Raise purchase orders and track balances.
• Prepare cost estimates for PO updates or renewals.
• Coordinate vendor forms and supplier updates.
• Allocate freight costs and maintain operational records.
• Support internal audits and maintain documentation.
• File and archive financial and operational records.
• Manage petty cash, leave tracking, and timesheet queries.

QUALIFICATIONS

• A high school graduate or equivalent.
• 3–4 years of related experience and/or training in general administrative and/or clerical work required.
• Ability to use Microsoft Office (Excel, Word, and Access).
• Experience with ERP systems (Oracle preferred).

KNOWLEDGE, SKILLS & ATTRIBUTES

• Basic knowledge of organizational administrative principles, concepts, rules, and techniques.
• Verbal and written communication skills.
• Interpersonal and customer service skills.
• Microsoft Office Suite or related software.
• Organizational skills and attention to detail.
• Comfortable working within defined parameters in close alignment with supervision.
• Operates in alignment with the Company’s Core Values at all times.
• Demonstrates accountability and dependability in all activities.  Manages one’s own time effectively.

COMPETENCIES

• Leading Self: Has self-awareness of how actions are perceived and how to respond to feedback.  Leading with empathy towards others and understanding the world from their point of view.
• Customer Orientation: Focused on delivering high-quality service and meeting client expectations.
• HSSEQ Awareness: Understanding of safety, security, and quality standards within the industry (advantageous).
• Communication & Collaboration: Strong interpersonal skills to liaise with internal teams and customers.

EQUAL EMPLOYMENT OPPORTUNITY

• Core Lab is an equal opportunity employer and is committed to creating an inclusive environment for everyone. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, citizenship, national origin, age, genetic information, disability, protected veteran status, or other characteristics protected by law.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee may be asked to lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions when safety is not compromised.

While performing the duties of this job, the employee is regularly exposed to fumes or airborne particles. The employee is frequently exposed to toxic or caustic chemicals. The noise level in the work environment is usually moderate.

Core Laboratories, including all of its affiliated and related entities, is an equal opportunity employer and is committed to creating an inclusive environment for everyone. Employment decisions are made regardless of characteristics including, but not limited to, race, color, sex, sexual orientation, gender identity, national origin, age, disability, religion, genetic information, protected veteran or uniformed service member status, and any other characteristic protected under applicable law.