Division Coordinator - Field

Summary

The Field Coordinator is responsible for performing and overseeing a wide range of administrative activities, ensuring smooth Division office operations, supporting Division project managers and technical specialists, and assisting with Division office financial tasks.

Essential Duties And Responsibilities

Duties may include, but are not limited to -

Administrative Support

• Create Fed-ex shipments as needed.
• Participate in the Division safety program.
• Assist Division Administrative Assistant and Division Analyst as needed.
• Track and order office supplies as needed.
  
  

Financial Assistance

• Create payment request for Division related expenses.
• Process all incoming vendor checks.
• Create reclassifications , submit them for approval and track status.
• Assist Division Analyst with monthly forecasting, accruals, and associated reporting.
• Input project approval requests in SAP via WBS/AR process.
  
  

Employee Support And Training

• Support employees through timesheet entry process and familiarize them with pay codes and company policies utilizing the ADP system.
• Create and reconcile monthly expense reports for Division staff, capturing employees' monthly credit card (Pcard) expenses in Concur. Verify coding and required documentation are attached.
• Assist project managers with work offer/change order requests in Apttus.
  
  

Invoice And Vendor Management

• Initiate new customer and vendor request for vendors to be added to SAP or Apttus.
• Work with Business Partners and vendors to ensure the required documentation is obtained and supplied to business partners.
• Review, code, submit invoices and credit memos into the SAP Accounts Payable system ensuring that all charges are accurately allocated to the correct asset and track approval and payment status.
• Process Journal Entries for invoice corrections
• Review invoices to ensure they are routed through the appropriate system/group (i.e. Apttus, Purchasing, OpenText).
• Invoice Processing Tasks to include:
• Verifying the correct vendor number and/or alternate payee number has been selected in Apttus.
• Verifying invoice amount and/or tax is correct and adding pertinent information.
• Once the invoice is approved, verify that invoice posted for payment to be released.
• Process retainage release invoices by preparing reconciliation report verifying the amount of a vendor's invoice matches the amount of retainage that was initially withheld, obtain contractor's completion affidavit from project manager and prepare required documentation to process retainage release invoices.
• Assist division personnel, corporate personnel, and vendors with various invoice and Apttus inquiries and requests which includes payment status inquiries and Apttus timesheet\milestone inquires.
• Contact vendors to resolve billing discrepancies and ensure accurate submittal of invoices.
• Verify invoices against contracts (via Apttus) to comply with terms and rates.
  

Training And Continuous Improvement

• Attend training on relevant software and programs, such as Excel, PowerPoint, Apttus, Concur, and other new tools introduced by the company.
  
  

Job Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

• High school diploma or equivalent
• 0-2 years’ practical experience as an administrative support professional in a fast-paced work environment
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, SharePoint, Teams).
• Strong written and verbal communication skills.
• Ability to handle multiple tasks and prioritize responsibilities with changing deadlines
• Excellent organizational skills
• Ability to interface efficiently and professionally with vendors and employees within our organization at all levels.
• Ability to work with minimal supervision and be self-driven
  
  

Preferred Qualifications

• Associate or bachelor's degree in accounting, business administration, computer operations, and/or equivalent work experience in a related field.
• Experience in the energy (Natural Gas/NGL/Oil/LNG) industry.
• Familiarity with SAP, Apttus, and other project lifecycle tools.
  
  

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.

• Normal office working conditions.
• Must be able to remain in a stationary position 50% of the time due to prolonged periods of sitting or standing.
• Occasional travel, including overnight stays, may be required due to administrative support requirements of other locations within the division.
• Occasional visits to locations which may include exposure to various materials and chemicals, as well as extreme temperature conditions and loud machinery, requiring appropriate personal protective equipment.