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 equipmentWe are looking for an Administrative and Operations Assistant for our Houston office.YOUR RESPONSIBILITIESROLE SCOPE & BOUNDARIESPayroll Preparation & Timekeeping Support:Track employee hours and supporting documentationValidate data accuracy prior to payroll submissionPrepare payroll inputs for active systemsIdentify and flag discrepancies or issues before payroll is processedDocument Control & Administrative ComplianceMaintain organized filing systems (digital and physical)Ensure version control and document disciplineSupport operator paperwork and compliance-related documentsAssist with document retrieval during audits or reviewsOffice Rhythm & CoordinationOrder and manage office and operational suppliesTrack and follow up on expense reportsCoordinate travel logistics as requiredMaintain calendar hygiene and internal scheduling disciplineFront-of-House & Office ProfessionalismAnswer incoming phone calls professionallyGreet visitors and vendorsServe as the primary administrative presence in the officeLeadership & Operations SupportCommunicate reminders, deadlines, and administrative standards to employeesEscalate recurring issues or policy concerns to managementProvide general administrative support to leadership as neededDecision Rights – this role is authorized to independently:Order routine suppliesChase missing paperwork or hoursSchedule internal meetingsCoordinate logistics and travelRemind leadership and operators of deadlinesMust Escalate – must escalate to management:Policy violationsRepeated operator non-complianceAnything payroll-related that appears incorrect or unusualYOUR PROFILEMinimum QualificationsAdministrative or operations support experienceStrong organizational skills and attention to detailClear, professional written and verbal communicationComfortable following up with others and enforcing administrative standardsProficiency with basic office tools (email, calendars, spreadsheets)Preferred QualificationsExperience with payroll preparation or timekeeping systemsExposure to operations, logistics, or industrial service environmentsFamiliarity with Excel or Google SheetsInterest in growing into an Office Manager and/or Operations Support roleIn-office role based in Pasadena, TXStandard business hours with reasonable flexibilityProfessional office setting supporting industrial operationsWant to apply? Send your email with your resume and cover letter to .