Senior Administrative Assistant / Office Manager

Job Description

Grace is seeking a Senior Administrative Assistant to join our Facilities Services Team in Houston, TX. This role reports to the VP of Manufacturing and offers a dynamic work environment where you will support a diverse and highly effective team that embodies our company's values.

About W. R. Grace: W. R. Grace & Co. is a leading global specialty chemical company, renowned for its innovative solutions and high-performance materials. With a rich history dating back to 1854, Grace operates in over 60 countries, providing essential products and technologies that improve the quality of life for people around the world.

Job Overview: In this dual role, you will provide senior-level administrative support to the VP of Manufacturing while also managing the Houston office as an Office/Facilities Manager. The position is based at the Two Allen Center in downtown Houston, offering paid parking at the Allen Center Garage and follows an on-office Monday to Friday, 40-hour work week schedule. The ideal candidate will be experienced in handling a wide range of administrative tasks and will be able to work independently with little or no supervision.

Responsibilities

• Provide administrative and office support to the Houston office teams.
• Greet clients, visitors, and guests; facilitate check-in and direct them to the appropriate location.
• Manage the site badge system, including tracking and issuing badges.
• Maintain Ariba purchase requisitions and vendor files (invoices, contracts, proposals).
• Order office supplies and materials as needed.
• Assist in onboarding new vendors and handling vendor payment inquiries.
• Create check requests in SAP for vendor payments.
• Dispatch and close out work orders via CMMS.
• Coordinate janitorial service requests and schedules with contractors.
• Serve as the local point of contact with building management for tenant-related activities (emergency preparedness, security, parking).
• Answer, screen, and direct phone calls; take messages and schedule appointments.
• Retrieve and distribute mail, documents, packages, and courier deliveries.
• Assist HR with administrative tasks, including onboarding and exits.

Required Qualifications

• High school diploma or equivalent
• Must have held a full-time role in a professional setting
• Must be well-organized, flexible, and able to plan, prioritize, and deliver tasks on time.
• High initiative to solve problems and attention to detail.
• Excellent computer skills, with strong knowledge of Microsoft Office Suite (including Excel) and SharePoint.
• Strong interpersonal skills, including verbal and written communication.
• Ability to secure confidential information and display a high degree of confidentiality and professionalism

Preferred Qualifications

• 2-year or 4-year degree is preferred.
• The ability to interact with staff (at all levels) in a fast-paced environment and have the ability to exercise judgment is essential.  
• Knowledge of Ariba and SAP preferred.  
• The candidate must be proactive, resourceful, efficient, and be able to work under pressure with a high level of professionalism.

Benefits

• Medical, Dental, Vision Insurance
• Life Insurance and Disability
• Grace Wellness Program
• Flexible Workplace
• Retirement Plans 
• 401(k) Company Match – Dollar to dollar up to the first 6%
• Paid Vacation and Holidays
• Parental Leave (salaried only)
• Tuition Reimbursement
• Company Donation Match Program
• U.S. Employee Benefits Summary (grace.com)