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
