Administrative Assistant

Job Description

· Initiating contact with the internal and external customers

· Answering internal and external customer calls

· Create and validate status of work orders

· Update and confirm customer contact information in SAP

· Tracking and maintaining weekly overtime for represented employees.

· Daily monitoring and corrections of timesheets for represented employees.

· Experience creating and submitting expense reports.

· Process email and meeting requests using Microsoft Outlook

· Create and schedule meetings and training in Microsoft Outlook and Microsoft Teams.

· Collaborate with other business partners to facilitate the scheduling of work orders.

· Create and maintain weekly work schedules and daily rosters in Crew Management.

· Capture meeting minutes and notes for review by team and leaders.

· Maintain departmental personnel, confidential files, and distribution lists.

· Receive and distribute company and US mail.

· Order and maintain office supplies as needed.

· Order cell phones, ID badges, etc. for employees through e-forms.

· Provide IT support as needed, i.e. submitting Help Desk tickets.

· Monitor and file billing test results that could be used in court proceedings.

· Process 15 Day Notices where severe hazards are located.

Requirements

· High school diploma or equivalent.

· Demonstrated experience coordinating work and clearly communicating with all levels of management.

· Experience using various operating system tools, i.e., SAP, CRM, Maximo

· Proficiency in word processing, spreadsheet, presentation, and flow chart software, MS Excel, Word, PowerPoint, Outlook, SharePoint, Teams, Power BI and PowerApps.

· Experience analyzing cost and scheduling data and metrics.

· Experience working with a diverse represented workforce.

· Experience working in a demanding and fluid environment.

· Proficiency in multi-tasking and competent organizational skills.

· Knowledgeable of AI tools and uses.

· Expected to maintain a professional appearance and exhibit good personal grooming standards.

· Flexibility to work and or travel to different work locations for meetings and/or training.

· Availability to work storm duties as required.

· Ability to follow instructions and guidelines accurately.

· Strong attention to detail and adherence to procedures.

· Ability to collaborate with cross-functional teams to resolve challenges and improve processes.

· Ability to protect the integrity and confidentiality of sensitive company information by implementing and following security protocols.

· Ability to work independently, manage multiple assignments, and make decisions with minimal guidance and proactively identify and resolve issues, and implement solutions.

· This position is based in our office and requires daily on-site work.

· Willingness to support in other capacities, as needed.