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 & BOUNDARIES

Payroll 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 Qualifications

• Administrative 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 Qualifications

• Experience 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 .