Administrative Asst II

Forum Energy Technologies•Clearfield, PA

7d•Onsite

About The Position

Provides basic and some advanced support by handling a wide variety of administrative duties within a functional area. Responsible for performing office tasks such as filing, maintaining records, processing transactions and other similar duties. May prepare reports, presentations or correspondence. Follows organizational and departmental procedures to complete tasks. May support in facilitating logistics of functional group. May handle special projects as assigned. Works under general supervision.

Requirements

Intermediate computer skills including working knowledge of MS Office software packages and/or company specific databases.
Detailed knowledge of practices and procedures of departments.
Good communication and analytical skills.
Must be able to work well with deadlines and possess good organizational skills.
Commitment to customer service and ability to work in team-oriented environment.
Self-motivated and well organized.
Contributes to building a positive team
High School Degree or equivalent.
3+ years of office experience.

Responsibilities

Oversee, and perform clerical and administrative support tasks.
Provide support to department personnel and Manager as well as direct communication including providing HSE hours report.
Coordinate shop uniforms for new hires, employees on leave and employees that no longer are in need of shop uniforms.
Establish work procedures and standards to improve efficiency and effectiveness of assigned operations with Accounting, Engineering, Human Resources and other departments required.
Responsible for ensuring compliance with established corporate standards.
Participate in all FET required scheduled training classes.
Labor Ticket entry for hourly Service employees and allocate time where needed including entering new employees in BC for time entry, and, updating time when coworker is out of office.
Create material requisitions for the purchase of various services and products.
Created work orders, drawing packages, and revise work orders as needed.
Coordinate with warehouse to release shipment for invoicing.
Create and maintain job folders containing Service Tickets, Safety Cards, Inspection Sheets, and all internal/external emails pertaining to each individual job.
Receive invoices for Plant Manager approval and return to sender.
Update vendor records when needed to remit to address, W-9 or FET Clearfield tax-exempt certificate
Receive PO’s and consume to production order
Set-up new customer(s) in system and request customer ship to address from TSC if not already set-up in the system
Work on bill and holds including sending paperwork to customers for signature, send bill and holds storage agreement checklist to Plant Manager for signature, complete and send packet to Controller for review and approval
Work with customers by updating sales orders ship to address, file required documents, if necessary have ticket approved prior to sending TSC, if necessary stamp and code invoices prior to sending to TSC, ensure customer invoices are submitted in the appropriate portals, email customers for late invoices and payment status and invoice customers for delivery charges.
Assist Field Service team by setting up field service orders, enter hours of work when working away from FET facility, ensure all PO’s are received for the job, close field service order and set-up sales order, contact customer for PO prior to invoicing and load all paperwork in to job folders.
Help organize and prepare databooks for Quality department
Able to work overtime as needed.
All other duties, as assigned.