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Field Office Administrator in DeSoto, TX at Volt

Date Posted: 12/2/2018

Job Snapshot

  • Employee Type:
  • Location:
    DeSoto, TX
  • Duration:
    100 weeks
  • Date Posted:
  • Job ID:
  • Pay Rate
    $15.0 - $19.0/Hour
  • Contact Name
    Volt Branch
  • Phone

Job Description

Volt Workforce Solutions is now hiring for an Office Coordinator for our client in Desoto, TX!

The Office Coordinator position is responsible for the management and coordination of a broad range of office activities of considerable complexity, in support of the department business goals
and objectives.

Job Description:

The Office Coordinator will work with minimal supervision supporting multiple managers and department employees by performing administrative tasks, managing a wide variety of office activities and systems, including Safety and Health aspects, Work order processing system and/or ERP system and identifying and resolving problems.  They will be responsible for determining work methods and coordinating projects with others and for prioritizing own workload and developing procedures; this position is also responsible for overall accuracy, completeness, and confidentiality. The Office Coordinator has contacts with external customers, as well as internal.

Principal Accountabilities:

• Provides logistical and administrative support for the multiple managers and employees within department in all office administration like correspondence, presentation and travel arrangements.
• Administer office management duties for stand-alone offices (if applicable), e.g. conduct of visitor safety briefing and inspection of fire
• Support the Supervisor's (scheduling & mobilization of Field employees, advising customers) and collect legal documents
required by country before mobilization
• Track training and certification, submit certifications into client system. Maintaining Work Order Processing System up to date for field
employee’s valid medical certificates, offshore certificates, Fitness for Duty, passports, visas, etc.
• Organize offshore survival training, refresher courses and medical visits for field employees.
• Process, review and follow-up on customer invoicing and purchase order, prepare invoicing instructions, issuing credit notes. Generate and
check for completeness of Invoice and submit to Finance for final review. Assist Accounting with past due invoices. Preparation of invoicing to Finance. Manage, follow-up of the non-billable and billable
Work Orders (credit hours) Process
• Creates jobs and Work Order's in Work Order Processing System and dispatch to the Field employees, processing and review after job completion (check of job report, signed timesheet, clock report hours, launch Purchase Order).
• Check expense reports for Field employees according to Guideline and Travel and Entertainment Policy, before approval or is rejecting the expense reports if noncompliance or missing documents.

Qualified candidates, please submit updated resume for consideration!

Minimum Required Qualifications:

  • 3 to 5 years of administrative/office coordinator work experience and providing support
  • Strong computer skills in systems such as MS Office Programs, Outlooks, ERP, Travel and Expense Software
  • Excellent written and oral communication skills
  • Strong Organizational and Prioritizing Skills
  • High attention to detail and accuracy
  • High School Diploma or equivalent

Preferred Qualifications:

  • Bachelor's Degree or 3 - 4 years of experience in Customer Services operations
  • Prior experience as a Six Sigma Green Belt or above
  • Office365, Stars Expense System
  • Have the ability to liaison between internal customers such as project managers, sales reps, engineers, and field employees