Field Office Assistant

Worley•Globe, AZ

1d•Onsite

About The Position

Play an integral role in supporting the day-to-day success of a dynamic operations and maintenance project environment. As the Field Office Coordinator, you will help create an organized, responsive, and efficient field office that supports project execution, financial accountability, workforce coordination, and operational continuity. This role is ideal for someone who thrives in a fast-paced environment, enjoys balancing multiple priorities, and takes pride in maintaining accurate processes and strong working relationships across teams. You will work closely with site leadership, employees, vendors, and corporate support functions to help ensure operational activities run smoothly and efficiently. Purpose of the role You will be responsible for coordinating critical administrative and operational support activities for the Pinal Creek Operations and Maintenance Project. The role is heavily focused on procurement, invoicing, payroll coordination, reporting, and record management, requiring strong organizational capability, attention to detail, and the ability to manage competing priorities effectively. You will serve as a key point of contact for field office operations while supporting communication and coordination between site personnel and corporate functions including Human Resources, Accounting, Payroll, and Procurement.

Requirements

High school diploma or equivalent required.
Minimum of three years of relevant experience in office administration, project coordination, procurement, invoicing, or related support functions.
Demonstrated experience supporting procurement processes, vendor coordination, and purchasing administration activities.
Strong background in invoice processing, expense management, payroll coordination, and financial record management.
Experience working in industrial, construction, maintenance, operations, or project-based environments is highly valued.
Strong organizational and time management skills with the ability to prioritize multiple tasks and deadlines simultaneously.
High attention to detail and commitment to maintaining accurate records and documentation.
Strong analytical and problem-solving capabilities with the ability to identify issues and support practical solutions.
Excellent verbal and written communication skills with the ability to communicate clearly and professionally across all levels of the organization.
Ability to work independently while also contributing collaboratively within a team environment.
Professional and customer-focused approach when interacting with employees, vendors, visitors, and leadership teams.
Strong proficiency with Microsoft Office applications including Word, Excel, Outlook, and Teams.
Ability to maintain confidentiality and handle sensitive information responsibly.
Adaptability and flexibility to support changing operational priorities in a field project environment.

Responsibilities

Serve as the primary point of contact for site visitors, incoming communications, and general field office coordination activities.
Support onboarding activities for new employees by coordinating with Human Resources and project leadership teams.
Lead procurement administration activities including initiating purchase requisitions, maintaining procurement logs, tracking material deliveries, and coordinating with vendors and suppliers.
Monitor procurement activities to help ensure materials and services are delivered accurately and on schedule to support ongoing operations.
Manage invoice processing activities from receipt through payment coordination while maintaining accurate financial documentation and tracking systems.
Follow up on outstanding invoices and support efficient financial processing workflows between project teams and accounting personnel.
Create, compile, coordinate, and distribute administrative portions of weekly and monthly project reports.
Establish and maintain organized filing systems and documentation processes for procurement, invoicing, payroll, and project administration records.
Approve timesheets and maintain payroll-related records with a strong focus on accuracy and compliance.
Reconcile corporate card expenses and process employee expense submissions in accordance with company procedures.
Support site safety and health administration activities including scheduling employee physicals, maintaining training records, and assisting with workforce compliance documentation.
Build collaborative working relationships with project personnel, vendors, and corporate support teams to support efficient project execution.
Maintain confidentiality and professionalism while handling sensitive employee and financial information.