Administrative Coordinator II

Summary

The purpose of this position is to assist Branch Managers and Contract Compression Supervisors  in the day to day operations of the Branch, including but not limited to gathering customer material from various departments needed to assist technicians in the field, by ensuring proper documentation, accurate training, safety records is turned in and processed in a timely manner with moderate supervision.  This role will review and maintain service order status daily. This position also assists with invoicing and perform data entry, in SAP and various databases.                                                         

 This position is responsible for performing functions, procedures, activities and responsibilities associated with Contract Compression Administration under moderate supervision. Duties include assisting other Coordinators.

Principle Responsibilities and Duties

• Assist with answering incoming service calls and dispatches Field Service Technicians and communicates work order numbers to supervisors and sales
• Open Compression work orders in SAP
• Communicate with the Salesperson, Supervisor / Manager, regarding the status of on-going jobs.
• Ensures accuracy & completeness of job information in the system.
• Manages sharing of detailed, specialized, highly confidential or sensitive information with external/internal customers.
• Resolves moderately complex problems and initiates identification and engages in resolution by recommending policy and procedure changes to Branch Manager or Contract Compression Administration Leadership.
• Committed to continuous improvement through management of information, regularly takes initiative to solicit and act on specific feedback.
• Ensures accuracy & completeness of job information in MRS.
• Review Field Service Technician’s time report for accuracy
• Ensure Field Service Technician's time and expenses are posted to jobs in SAP and provides copies of reports and receipts and attached to job numbers in SAP
• Reconcile purchasing cards and expense reports for Field Service Technicians and interacts with Accounts Payable when necessary.
• Maintain Work in Progress (WIP) notes referencing the status of jobs in SAP and prepare job folders per branch requirement.
• Works to meet branch/individual objectives and goals that have been set by/with supervisor.
• Assists peers to resolve moderately complex problems and issues.
• Create a final invoice to be distributed to the customer per their guidelines.
• Generates final invoice for Parts Sales and distributes to the customer per their guidelines
• Manages relationships with customers and other employees in a professional manner.
• Responsible for distribution of incoming and outgoing mail.
• Serve as Parts Back up in smaller Branch Offices.
• Trains less experienced Contract Compression Administration staff.
• Other duties assigned by manager or supervisor.
   

Qualifications

• High School diploma
• 2 - 4+ years' work experience
• Prior experience in the oil and gas industry
• Accounts payable and receivable experience
• Experienced with ERP systems preferably SAP
• Understands the cost and/or revenue impact of own work to a moderate degree
• Moderate proficiency in Microsoft Word, PowerPoint & Excel
• Excellent verbal communication skills and meticulous business writing
• Excellent organizational skills with the ability to prioritize work to meet tight deadlines
• Ability to work independently with a high attention to detail
• Demonstrated ability for on-time performance in a fast-paced work environment
• A willingness to learn new skills and serve as support in a number of capacities
• Must pay attention to detail
• Understanding of the invoicing/billing process

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Physical Requirements

Fast-paced general office environment. Many tasks have high degrees of time sensitivity. Domestic travel is possible on occasion.