POSITION: Administrative Assistant – Field Services
LOCATION: Scarborough, Maine
STATUS: Hourly Non-Exempt
JOB SUMMARY
ESSENTIAL DUTIES AND RESPONSIBILITIES
The essential functions of the job include, but are not limited to, the following:
- Audit expense reports from Field Service groups and enter into applicable systems as necessary to ensure timely and accurate entry
- Prepare expense report details from own and 3rd party resources to assist in customer invoicing
- Assist in preparing vendor requisitions to support the Project Execution teams for all Field Services activities
- Administer group travel requirements looking for most cost-effective methods
- Track and report monthly hours for PSM and contractors for EHS purposes
- Audit EHS training status for own and 3rd party resources
- Schedule and coordinate training activities as required
- Ability to edit and develop power point presentations and excel sheets as required
- Assist in group timekeeping entry into payroll and SAP financial systems
- Provide all CS and PO number information for execution of Field Services LTA and Transactional projects
- Finalize and track completion of all outage reports for Field Services
- Assist with reporting of monthly on time delivery and other KPI reports as required
- Coordinate and arrange meetings/training, prepare agendas, training, reserve and prepare facilities, record and transcribe meeting minutes
- Assist with tracking and reporting monthly project costs
- Assist Project Execution in final cost roll up and invoicing for all Field Service projects including LTA, Transactional, and associated extra work authorizations
- Support of day-to-day activities and other duties for Field Service transactional projects as well as projects related to Long Term Agreements, as required
- Other duties as assigned
MINIMUM REQUIREMENTS
Education & Training
- Associate Degree, or High School Diploma and combination of experience
Skills/Experience
- 5+ years of experience in providing administrative support or a combination of education and experience and/or demonstrated accomplishments
- Proven ability to handle multiple projects with an emphasis of on-time delivery within a limited notice period
- Demonstrated proficiency in Microsoft Office; Word, Excel, Visio, and PowerPoint. Microsoft Access, Project, Outlook and Lotus Notes database experience a plus
- Excellent interpersonal and communication skills with a strong commitment to customer service
- Experience with Concur or other expense reporting systems
- Experience with SAP preferred
- Ability to prioritize and work in a fast-paced environment. Maintaining accuracy and focus despite frequent interruptions
- Ability to deal appropriately with confidential information
- Must be reliable, prompt, and display a flexible attitude
- Ability to follow written and verbal instructions and work with limited supervision
Equal Opportunity Employer Veterans/Disabled
