Administration & operations assistent

Group AQ is a rapidly growing international company specializing in services for the maritime, industrial, and (petro)chemical industries. With offices in Antwerp (BE), Rotterdam (NL), and Houston (US), we offer a wide range of specialized services. Degassing services / vapor treatment (On-site) filtration Rental services for STS and terminal equipment We are looking for an Administrative and Operations Assistant for our Houston office. YOUR RESPONSIBILITIES ROLE SCOPE & BOUNDARIESPayroll Preparation & Timekeeping Support: Track employee hours and supporting documentation Validate data accuracy prior to payroll submission Prepare payroll inputs for active systems Identify and flag discrepancies or issues before payroll is processed Document Control & Administrative Compliance Maintain organized filing systems (digital and physical) Ensure version control and document discipline Support operator paperwork and compliance-related documents Assist with document retrieval during audits or reviews Office Rhythm & Coordination Order and manage office and operational supplies Track and follow up on expense reports Coordinate travel logistics as required Maintain calendar hygiene and internal scheduling discipline Front-of-House & Office Professionalism Answer incoming phone calls professionally Greet visitors and vendors Serve as the primary administrative presence in the office Leadership & Operations Support Communicate reminders, deadlines, and administrative standards to employees Escalate recurring issues or policy concerns to management Provide general administrative support to leadership as needed Decision Rights this role is authorized to independently:Order routine supplies Chase missing paperwork or hours Schedule internal meetings Coordinate logistics and travel Remind leadership and operators of deadlines Must Escalate must escalate to management:Policy violations Repeated operator non-compliance Anything payroll-related that appears incorrect or unusual YOUR PROFILE Minimum QualificationsAdministrative or operations support experience Strong organizational skills and attention to detail Clear, professional written and verbal communication Comfortable following up with others and enforcing administrative standards Proficiency with basic office tools (email, calendars, spreadsheets) Preferred QualificationsExperience with payroll preparation or timekeeping systems Exposure to operations, logistics, or industrial service environments Familiarity with Excel or Google Sheets Interest in growing into an Office Manager and/or Operations Support role In-office role based in Pasadena, TX Standard business hours with reasonable flexibility Professional office setting supporting industrial operations Want to apply? Send your email with your resume and cover letter to etienne.brown@group-aq.com.