Field Services Administrative Assistant

Exline, Inc.•Salina, KS

1d•Onsite

About The Position

Under the direct supervision of the Director of Field Services, this role assists the Project Manager with the development and planning of project quotes, daily and monthly administrative reports, and department office tasks. The position involves working directly with project managers to assist with implementing project goals, overseeing variable aspects of projects, and providing direct assistance to ensure timely project execution. It also includes reviewing project goals for achievability, liaising with project leads, and assisting with procuring necessary services and materials. The role requires reviewing project implementation, gathering data on project execution, and communicating with stakeholders regarding project needs and goals. Additionally, it involves contributing to project planning and development, supporting project coordination and management, tracking, analyzing, and reporting on project progress, and performing research as required. Key administrative tasks include preparing invoices, soliciting estimates, scheduling meetings, ordering and maintaining office supplies, and handling mail and shipping. The position also involves preparing and reviewing time sheet reports for accuracy, negotiating hotel rates, reserving rooms, reviewing and reconciling hotel billings, and completing field member expense reports. Other duties include cost and coding expenses for projects, reviewing purchase orders against quotes, updating files, updating and preparing billing forecasts and job cards, entering new customers and quotes into databases, setting up and managing employee uniform accounts, and tracking PTO calendars. The role also participates in departmental improvement planning and assists Project Managers with various tasks and other duties as assigned.

Requirements

Ability to read and interpret documents such as biddings, safety rules, operating and maintenance instructions, and procedure manuals.
Ability to create and execute routine reports and correspondence.
Ability to speak effectively before groups of customers or employees of organization.
Excellent verbal and written communication skills.
Excellent interpersonal and organizations skills.
Excellent time management skills with a proven ability to meet deadlines.
Strong analytical and problem-solving skills.
Ability to prioritize tasks and ask for assistance when appropriate.
Proficient with Microsoft Office Suite, Projects and related software
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Nice To Haves

Three to five years related experience and/or training; or equivalent combination of education and experience.

Responsibilities

Work directly with project managers to assist with implementing project goals.
Oversee variable aspects of projects and provide direct assistance to ensure timely project execution.
Review project goals and ensure project goals are achievable.
Liaise with project lead and other project managers to maintain project schedule and efficacy.
Assist with procuring services, materials and other items necessary for completing project goals.
Review project implementation and gather data on project execution.
Communicating with stakeholders regarding project needs and goals.
Contributing to the planning and development of projects.
Support the coordination and management of projects.
Track, analyze and report out on project progress.
Researching information as required.
Performing administrative tasks such as preparing invoices, soliciting service or equipment estimates, scheduling meetings, ordering, and maintaining office supplies. Handling mail and shipping of non-job-related materials.
Prepare daily and weekly time sheet reports. Review for accuracy prior to submission for billing and payroll. Verify hours and per diem numbers are correct in appropriate systems.
Negotiate commercial hotel rates. Reserve rooms for field service members. Review weekly hotel billings and reconcile charges.
Complete field members expense report of coding, costing, verifying charges. Cost and code expenses for projects prior to billing and running WIP report. Cost and code department invoices for project managers’ approval.
Review purchase orders to corresponding quotes and link to jobs in ERP and CRM system.
Update Salina Field Machining files in Teams.
Update monthly projected billings bi-weekly. Prepare billing forecasts for Field Services and submit applicable monthly job cards for billing.
Enter new customers into appropriate database for quoting process as required.
Enter quotes for projects to meet the criteria set per customers’ requirements.
Set up and manage existing and new employee uniform accounts. Communicate company and uniform vendors’ policies. Review weekly charges and monitor billing. Communicate any concerns between employee and vendor. Maintain adequate stock of Fire Retardant uniforms.
Updating and tracking of Field Service personnel PTO calendar.
Participate in the planning and development to improve departmental success and assist with the execution.
Assisting Project Managers with various tasks and other duties as assigned.