Field Service Support

HazTek•Medford, NJ

3d•Hybrid

About The Position

WE ARE GROWING and need to hire an Adminstrative/ Field Support person in MEDFORD, NJ. The Quality Assurance Coordinator (QAC) provides various levels of administrative support to Field Services and Consulting. QACs support a defined group of employees, largely but not entirely based on geographical location.

Requirements

Excellent verbal communication skills, Heavy phone use
Excellent writing communication skills
Proficient in Microsoft Office, including Outlook and Excel, with experience working in and maintaining spreadsheets.
Ability to articulate ideas and thoughts with attention to detail
Ability to operate in fast paced environment and changing priorities quickly
Ability to balance multiple priorities to meet expected response deadlines
Ability to portray a positive, enthusiastic, and energetic demeanor
Ability to work well both independently and as part of a team
Ability to be flexible, and show patience when faced with ambiguity
Ability to read, write, speak, and understand the English language
Ability to effectively manage multiple priorities while meeting tight deadlines in a fast-paced environment.
Strong organizational and time management skills with exceptional attention to detail.
Excellent interpersonal and communication skills with the ability to build positive working relationships across all levels of the organization.
Update system requirements to reference LMS only
Demonstrated ability to quickly learn and adapt to new software programs and technology.
Strong note-taking and documentation skills to ensure accuracy and consistency.
Quick learner with the ability to retain and apply new information efficiently.
Excellent critical thinking and problem-solving skills with the ability to make sound decisions independently.
Self-motivated and able to work independently while contributing to a collaborative team environment and fostering strong team relationships.
Proficient in Microsoft Office, including Outlook and Excel, with experience working in and maintaining spreadsheets.
Ability to maintain confidentiality and exercise professionalism when handling sensitive employee information.
High School Diploma, or equivalent
Two (2) years of experience providing administrative support in a logistics or operations-based environment

Nice To Haves

Industry knowledge and technical safety background
Experience managing time reporting and expense control
Experience coordinating travel arrangements
Experience supporting a decentralized workforce

Responsibilities

Communicate with team members by email, phone, and text proactively to ensure they are connected to the organization and reactively based on assigned project or field related questions or concerns.
Perform time reporting administration to ensure timesheets are correctly submitted weekly (signed and hours match Deltek time) and follow up with employees and manager to resolve discrepancies.
Review and approve employee expense submissions weekly and follow up with employees and manager to resolve discrepancies.
Update employee profiles upon completing a project and when being considered for prospective projects to ensure scope alignment, and create new profiles, as needed.
Arrange travel related to project mobilization and demobilization to also include occasional home visits and add travel expenses to Deltek.
Update and maintain various tracking spreadsheets, logs, lists, and systems for the purpose of maintaining metrics, deliverables, consultant look-ahead, training, and tracking timeframes and expirations.
Maintain contractor training systems through the HazTek website and Haztek LMS System – support trainee login, troubleshoot issues, maintain training calendars/sign in sheets, send email to attendees, provide client with trainee list, and liaison with client to ensure their expectations are met.
Register employees for professional development (e.g., OSHA Training Institute, Rutgers), as requested.
Assist with new employee onboarding by welcoming new team members, explaining and showing key processes (time and expense submission), and being a resource for triaging questions and issues.
Work closely with the project managers and field people building a relationship with the two.
Reconcile Credit card activity
Data Entry