Field Service Administrative Assistant

Bigge Crane and Rigging•Houston, TX

About The Position

The Field Service Administrative Assistant provides administrative and operational support to the Field Service department. This position supports Service Managers, Assistant Service Managers, Dispatchers, and field personnel by maintaining accurate timekeeping, work-order, billing, expense, inspection, vendor, and service records. The role requires strong organization, attention to detail, communication, and the ability to manage multiple priorities in a fast-paced service environment.

Requirements

High school diploma or equivalent is required.
One to two years of office, clerical, or administrative-support experience is required.
Proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
Excellent organizational skills and strong attention to detail.
Ability to follow established processes and maintain accurate records.
Ability to manage multiple assignments, priorities, and deadlines in a fast-paced environment.
Ability to work effectively under pressure and respond to changing or conflicting priorities.
Strong verbal and written communication skills.
Professional, outgoing, and customer-focused demeanor.
Ability to learn new systems and procedures quickly.
Ability to work independently and complete assignments accurately and on time.
Willingness and ability to work overtime when business needs require.

Nice To Haves

Previous administrative experience in service, fleet, transportation, construction, or heavy-equipment operations is preferred.
Experience with SharePoint, Salesforce, WorkPro, Concur, or similar business systems is preferred.
Bilingual English and Spanish communication skills are preferred but not required.
General understanding of field service, fleet, or equipment operations is preferred.

Responsibilities

Process and validate field personnel time entries, including hours worked, job coding, missed punches, meal periods, overtime, and required supporting documentation.
Correct timekeeping discrepancies and submit completed timecards to the appropriate supervisors for timely approval and payroll processing.
Review and correct per diem and employee reimbursement requests in Concur.
Reconcile and code company credit-card charges, including expense cards and cards used for permits.
Collect itemized receipts and ensure expense documentation is complete and submitted in accordance with company requirements.
Maintain records related to repair work orders, service activities, inspections, parts, labor, and customer documentation.
Organize service reports, inspection records, photographs, parts invoices, work orders, and other repair documentation so information is complete and readily accessible.
Ensure required service documents are submitted, uploaded, and filed for Service Billing, Payroll, and departmental recordkeeping.
Gather and submit documentation required to bill field repairs, including service reports, parts invoices, photographs, inspection forms, and other supporting records.
Assist with tracking required equipment inspections and maintaining inspection schedules and records.
Perform administrative duties within WorkPro, Bigge's field service management system.
Create and maintain a centralized wire-rope library containing certifications, specifications, and supporting technical documentation.
Track Service Order Report activity and maintain accurate, current information in departmental systems and records.
Arrange travel for field personnel and service staff, including hotels, rental vehicles, itineraries, and other accommodations required for service calls, remote assignments, inspections, and training.
Coordinate administrative onboarding for new Field Service employees, including first-day scheduling, required documentation, system access, training coordination, and departmental orientation.
Maintain departmental spreadsheets, service logs, shared files, databases, and electronic records.
Provide administrative support for remote yards serviced by the department.
Compare yard inventory reports with internal systems and coordinate corrections to keep equipment records current.
Assist with rental-end customer-damage tracking by recording off-rent cranes, arrival dates, customers, yard locations, inspection dates, and other required information.
Perform additional administrative, clerical, and service-support duties as assigned by the Service Manager or Assistant Service Managers.