Field Administrative Coordinator

ACCO Engineered Systems•Pasadena, CA

8d•Hybrid

About The Position

Under the general direction of the General Service Manager, this position will be responsible for performing administrative functions for the Service Operations and Field Service Departments. In the service of these internal customers, the responsibilities will include answering telephones, compiling and typing reports & correspondences, assembling & distributing field safety meeting agendas, orientating new Union Field Service personnel and processing outgoing Union Field Service personnel. This is a customer service position serving both our external customers & your internal customers.

Requirements

High School Diploma or equivalent required
Extensive computer knowledge
Strong written communication skills
Microsoft Office including MS Word and MS Excel
Able to utilize applications on handheld devices
Able to utilize google applications including Gmail, Google Calendar and Google Docs.
Internet – Provide detailed data searches and online applications (e.g. Fed Ex Delivery and ordering of products).
Able to edit works in Bluebeam or similar programs
Attention to detail and ability to organize data
Able to demonstrate consistent and reliable attendance.

Nice To Haves

two-plus years of experience in the construction and/or contracting industry in an administrative support position.
Able to learn new programs and processes.
Demonstrated experience with producing and editing work product documents with accuracy.
Well organized with ability to multitask between several projects delegated by multiple parties.
Demonstrated experience as a team player and able to achieve assigned performance goals.
Ability to handle pressure and hectic pace.
Ability to work overtime when required.

Responsibilities

General clerical duties including filing, typing, scanning, photocopying, faxing, sorting and distributing incoming mail, facsimiles, etc.
Send and receive correspondence via U.S. mail, Tricor, messenger, U.P.S., Federal Express, etc.
Assist with the scheduling of meeting spaces as well as ordering lunches or other needed preparation activities for meetings, as needed.
Coordinate travel arrangements for various Service Department personnel including hotel reservations as needed.
Process union service personnel paperwork & maintain personnel files
Initiate background checks for all new hires, follow up w/HR for clearance
Assemble new hire packets, conduct new hire orientation of Union Field Service personnel
Process new hire packet including verifying authorization to work in the U.S. (E-verify) and distribute paperwork to the appropriate departments.
Assemble and maintain current documentation for the MSD Field Procedure Manual.
Create and process employee Personnel Action Forms (PAF)
Correspond with Payroll department to process new hire paperwork, exiting employee paperwork
Handle and maintain personal employee information in a professional and confidential manner
Update employee personnel files as needed to track attendance at tailgate Safety meetings.
Update sheets / monthly / keep Book up to date / to all ACCO offices-each area
Maintain EPA cards on file for all service union employees (both soft and hard copies)
Process Employee Referral Bonus requests; obtain proper signatures before routing to HR Department for processing.
Maintaining Resumes of all Supervisors & key areas
Maintain MSG technician list on Google Docs
Maintain technician address list and emergency contact information
Entering all new technicians (SoCal, NV, ID) & Route changes into Wennsoft (updating of PayCodes)
Compile Personnel Action Form (PAF) annual increases per CBA and send to appropriate dept. heads for approval before submitting to Payroll Dept. (PAF increases each September for all Local 250 & Local 230 & Local 460)
Prepare and distribute reports, general correspondence and department memos.
Preparation & distribution of monthly Safety Meeting agendas.
Compile and distribute Monthly Headcount Report to Service Management Team; utilize the service operations system (WENNSOFT) to input & retrieve information and set up new Union Field Service Personnel.
Track non-union hires to update monthly headcount report as needed.
Complete registration of field personnel for training/classes, including submitting & tracking Training Vouchers to the JJATC for approval.
Accurately track JJATC Voucher Requests for Reimbursement
Maintaining Certificates of Completion in personnel files
Order Business Cards for all MSG technicians, sales, project engineers & management (Los Angeles & San Diego & Bakersfield)
Address Technician telecom issues, process upgrades, replacement, repair requests.
Maintain Google contact lists
Import contacts into each new hire’s cell phone
Create and maintain Vacation Spreadsheet
Track technician requests and vacation schedules (begin every December, send out Memo & Request forms to each current tech)
Maintain MSG Technician vehicle report
Vehicle list / swaps / tags / Nextraq
Process Certificates of Insurance (COI’s)
Process COI renewals annually (Renewal process begins July w/cancellations & new COIs every October)
Keep current with payments and COIs to RMIS / Compliance Depot / Watts / my COI & more
Process all COIs for National Chain Accounts – company wide
Process COIs for SoCal (including Bakersfield & San Diego & OC), WA & ID & NV
Special projects and other duties or responsibilities as assigned by management.