Field Office Administrator

Iapetus Holdings LLC•Kilgore, TX

22h•Onsite

About The Position

As a Field Office Admin you will act as a subject matter expert to support ongoing operational infrastructure for the field to maintain continuous business success and support field operations staff to ensure smooth operations. This role will partner with key stakeholders to ensure the organization’s field infrastructure (Devices, Fleet and PPE Equipment) is in inventory and maintained in a “Ready Now” state for operational effectiveness. You will be the main point of contact for fleet and PPE needs and ; maintaining adequate inventory of Devices, Fleet, PPE and other equipment (decals, etc.) and keeping log of all inventory. WHO YOU ARE You enjoy problem solving, bringing new ideas to the table; you are able to think and react quickly; you have a keen eye for detail and are able to multi-task; and able to work collaboratively with multiple stakeholders. You are self-motivated and able to work with little to no supervision; you consistently take the initiative to get things done; and take action on matters before being asked by others or forced by event. You are naturally curious, malleable in your approach, and don’t mind if every day looks a little different. You have appreciation for attention to detail, you’re a team player and work towards achieving common operational and financial goals.

Requirements

Two (2) years experience supporting operations and working with systems
Astute problem solving skills with a demonstrated track record of resolving complex problems under time constraints.
Ability to multi-task and shift gears depending on field needs and lead projects.
Exposure working with private and sensitive information and maintaining confidentiality.
Robust business acumen with the ability to understand how the day to day tasks fit into the organization’s strategy.

Responsibilities

Provide general support of office and field staff.
Greet all visitors and employees that visit office and assist them as needed
Receive and distribute mail and packages
Help troubleshoot IT helpdesk tickets that impact the field and office staff
Keep office organized and tidy, maintaining office supplies.
Ensure office operations are running smoothly and report any needed maintenance.
Coordinate travel, hotel and rental reservations for general operational purposes.
Assist with arranging team events/ SWAG, trainings and meetings
Coordinate with the internal team to execute required tasks in order to ensure the success of both small and large-scale projects.
Exhibit fiscal responsibility as it pertains to cost and spend.
Liaise and communicate clear, relevant, and timely updates to operations leaders, and peers across the organization for ongoing alignment of supplies/ equipment.
Back Up and support to West Region, Field Operations Specialist as needed.
Performs other related duties as assigned.
Responsible for onboardings and offboarding’s as applicable and coordinating high volume project ramp ups/ ramp downs (onboarding/ offboarding).
Responsible for delivery and collection of devices and PPE for field employees.
Set up and deliver/ship electronic devices and PPE to new team members (or existing team members) as needed.
Coordinate and set up travel arrangements, hotel and rental car arrangements for onboarding/ offboarding purposes.
Send and receive FedEx Shipping labels / packages for onboarding / offboarding for equipment.
Coordinate the collection of electronic devices/ assets with Field Operations Specialist for inventory management.
Maintain Verizon account with updates (deactivating lines, assigning new lines, unassigning lines, etc).
Deliver and obtain equipment checklist from all team members and upload into database for recording purposes.
Responsible for setting up new hires in client systems and offboarding employees from clients systems, as applicable.
Support with transporting fleet to be serviced or positioning fleet for onboarding or exchanges, returning rental cars, fueling vehicles, placement of decals, and telematics, etc.
Assist existing field employees with any PPE or fleet equipment issues or concerns that arise and escalate as needed.
Maintaining the warehouse, keep clean and organized.
Responsible for partnering with Finance business partners when select operational inventory items are needed for replenishment.
Maintain training records and certification records for field employees
Identify and execute on process improvement areas for optimal efficiency
Support as needed with special projects, etc.
Performs miscellaneous job-related duties as assigned
Responsible for ensuring field operational supplies are readily available to execute successful operations for all field service companies.
Manage all field operation inventory. Keep accurate inventory count of all devices, field equipment and maintain adequate inventory.
Partner with Finance partners to report the need for procurement/ replenishment of operational equipment.
Oversight and maintenance of fleet and fleet management system Key Performance Indicators (timely truck assignments and un-assignments) to ensure accurate visibility of fleet status at all times.
Responsible for execution of transporting fleet to be serviced or positioning fleet for onboarding or exchanges, returning rental cars, fueling vehicles, placement of decals, and telematics, etc.
Responsible for delivery and collection of trucks and applicable items (fuel cards/ telematics) for field employees.
Responsible for ensuring trucks are in a “ready state” for deployment with all the necessary fleet equipment.
Responsible for placement/un-placement of license plates, telematics and decals for field employee trucks.
Fleet Maintenance and upkeep, keep truck keys organized, picking up trucks in the field for repositioning.
Preparing status reports for senior management for fleet, inventory, etc.