Primary Responsibilities and Key Deliverables

• This role will perform clerical duties for the operations at the site.
• Provides support and coordination to management.
• Coordinates and schedules equipment and manpower to meet customer requirements.
• Prepares work orders and job packets; tracks timesheets from issue to return.
• Maintains all required record keeping, including customer/job files, including getting signatures for billing.
• Maintains schedule board for confirmed work including branch requirements and personnel and equipment status board.
• Maintains documentation and calendar for all future work.
• Organize field tickets between branch sites and submit to the Billing Admin accordingly.
• Coordinates with site managers on equipment and manpower availability and daily needs.
• Maintains scheduled days off and vacation calendar for site employees.
• Inspects company vehicles and auxiliary equipment prior to departure and upon return.
• Coordinates with the maintenance department for needed repairs and servicing.
• Maintains and coordinates with the general manager, office manager and site managers, a current employee training list for customer required orientations and other job requirements.
• Coordinates the completion of scheduled drug tests and other health related tests for current.
• Issues and tracks (when applicable) standard PPE, specialized equipment, stock items and consumables required for service crews.
• Assist with vendor PO's.
• Assigns job tasks to service personnel who are working on shop time.

Required Skills and Competencies

• Results Orientated.
• Exceeds goals successfully, constantly, and consistently a top performer, very bottom-line oriented, steadfastly pushes self and others for results.
• Process management.
• Relates well to all kinds of people inside and outside the organization, builds appropriate rapport, builds effective and constructive relationships, uses diplomacy and tact, can diffuse high-tension situations comfortably.
• Good at determining the processes necessary to get things done, knows how to organize people and activities, understands how to separate, and combine tasks into efficient workflow.

Minimum Education and Experience

• Knowledgeable of the work site operations.
• Knowledgeable of office operations and practices.
• Excellent communication skills, verbal and written.
• Excellent organizational skills.
• Previous dispatch, logistics, and administrative/accounting experience preferred.
• Proficient computer skills (Excel, Word, Outlook, Adobe).
• Able to work in a team environment with employees from all levels.
• Must have excellent organizational skills and able to manage multiple tasks simultaneously.
• Must be flexible to meet changing deadlines and priorities.
• Able to handle high stress while being courteous and friendly to customers and other employees and management.

Work Environment

• Tools, equipment, machinery used: Computers and basic computer systems (Word, Excel, etc).
• Working conditions: Normal office environment (on-site and off-site locations), occasional outside work, occasional travel and flexible hours needed (day or night).
• Physical effort required: Sitting, filing, data entry, walking, lifting up to 50 pounds on occasion.