Field Services Admin Asst (ED-203) (3843)

Scope of Work:

Responsible for initiating and coordinating the clerical/administrative functions required for the effective implementation of administrative policies and procedures for the Field Service group. Stay abreast of all field job activities. Coordinates repetitive field activity to ensure consistency. Must be comfortable working unsupervised most of the time.

Primary Job Responsibilities:

• Assists Regional Field Service Manager in tech scheduling
• Stays informed of all field job activity
• Coordinates repetitive field activity to ensure consistency
• Perform necessary tasks required for maintaining adequate Parts Inventory with regards to work orders
• Creating and receiving purchase orders related to work orders
• Reports on problems or issues to Regional Field Service Manager and/or BU Manager
• Responsible for opening and closing work orders, reviewing as well as ensuring that invoices are sent to the customer or EDI team for portal submission
• Time Entry - Time Adjustments
• Payroll Reconciliation
• Vouchering invoices for the BU when necessary
• Promote positive and professional relationships with all company personnel and between its' divisions
• Perform other duties as assigned

Minimum Qualifications:

• Must have 1 year(s) of previous administrative experience, preferably in a service department.
• Must obtain High School Diploma or equivalent.
• Mechanical background or knowledge preferred.

Requirements: Knowledge, Skills, and Abilities (KSAs)

• Working knowledge of the responsibilities of the position and how the role contributes to the achievement of departmental and organizational objectives.
• Ability to consistently meet established performance goals and business objectives.
• Knowledge of and commitment to complying with Company policies, procedures, and applicable regulations.
• Valid driver's license and proof of insurance, if required for the position.
• Strong verbal communication skills, including professional telephone etiquette.
• Ability to work a flexible schedule, including evenings and weekends, as business needs require.
• Keyboarding proficiency of at least 25 words per minute.
• Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, and the ability to learn other business systems as required.
• Ability to work independently with minimal supervision while demonstrating reliability, accountability, and sound judgment.
• Strong interpersonal skills with the ability to establish and maintain positive working relationships with customers, vendors, and coworkers.
• Ability to maintain a professional appearance and represent the Company in a courteous and professional manner.
• Commitment to maintaining a clean, organized, and safe work environment.
• Ability to operate standard office equipment, including multi-line telephone systems, copiers, printers, scanners, and other office technology.
• Strong attention to detail with a high level of accuracy in completing work assignments.
• Ability to prioritize tasks, manage multiple responsibilities, and remain composed under pressure in a fast-paced environment.
• Knowledge of and adherence to all Company safety policies, procedures, and regulatory requirements.
• Commitment to protecting Company assets, confidential information, and business interests through ethical and responsible conduct.

Working Conditions and Physical Demands:

• Typical hours of work Monday through Friday; 8 a.m. to 5 p.m.
• Weekend hours as necessary
• Office work

WPI is an EEO/AA (equal opportunity/affirmative action) institution and does not discriminate on the basis of sex, age, race, color, religion, physical or mental disability, creed, national origin, veteran status, sexual orientation, genetic information, gender identity, or gender expression in the programs or activities which it operates.

En Espanol
WPI es una institucio n EEO/AA (igualdad de oportunidad/accio n afirmativa) y no discrimina en base al sexo, edad, raza, color, religion, discapacidad fisica o mental, credo, origen nacional, estatus veterano, orientacio n sexual, infomacio n genetica, identidad de genero, o expresio n de genero en los programas o actividades los cuales opera.