Administrative Assistant

TD Williamson in; Dallas (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

TDW in Dallas is seeking an organized Administrative Support Specialist to handle invoicing, vendor setup, and general office tasks within a dynamic field services environment.

The role requires 3+ years of administrative experience, strong communication, and proficiency in Outlook, Word and Excel; you will collaborate with managers, shop staff, and customers to ensure timely processing and accurate records.

Qualifications

• High school graduate or equivalent.
• 3+ years of administrative experience preferred.
• Demonstrates organization, professionalism and customer service.
• Proficient with MS Office and CRM systems.

Responsibilities

• Invoicing preparation for services jobs as well as local product orders.
• Coding and submitting of Vendor invoices for timely payment processing.
• Vendor account set up when needed.
• Inventory transactions within applicable software programs.
• Answering phone calls and distributing to appropriate team members.
• Maintain an organized file structure for invoiced services jobs and product orders.
• Interfacing with customers over the phone to assist with order status updates.
• Support Coordinator, Manager, shop mechanics, field technicians, and remote sales staff.
• Other duties as assigned by manager.
• Daily activity is highly variable and dependent on the activities taking place within the regional operations.

Skills

Excellent organizational skills

Strong interpersonal and communication

Ability to multi-task and prioritize

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft CRM

VMS (Visual Management System)

Salesforce

Dynamics AX

Job description

At TDW we put people first - that means working everyday to ensure the pipelines that run through our communities are operating safely and reliably. What sets us apart is our expertise, experience and commitment. Each day we dedicate ourselves to treating each other, our customers and our community with care and respect.

Overview

Performs a variety of administrative functions necessary to support the Organization. Performs duties of a complex and/or confidential nature, requiring exercise of initiative and judgment.

Key Responsibilities

Primary duties may include, but are not limited to:

• Invoicing preparation of services jobs as well as local product orders
• Coding and submitting of Vendor invoices for timely payment processing
• Vendor account set up when needed.
• Inventory transactions within applicable software programs
• Answering phone calls and distributing to appropriate team members
• Maintain an organized file structure for invoiced services jobs and product orders
• Interfacing with customers over the phone to assist with order status updates
• Support Coordinator, Manager, shop mechanics, field technicians, and remote sales staff
• Other duties as assigned by manager
• Daily activity is highly variable and dependent on the activities taking place within the regional operations.
• Primary support focus is field services operations, which results in a dynamic and fast paced workplace.
• A successful candidate will show an ability to work well under deadlines, prioritize tasks daily, and communicate regularly both to direct manager as well as to other staff members and customers as needed.

Experience

• High school graduate or equivalent
• 3+ years of administrative experience preferred

Knowledge, Skills, and Abilities

• Excellent and proven ability to remain organized and on task
• Excellent interpersonal skills, both for dealing with internal and external customers (calm, courteous, professional, and helpful)
• Working knowledge of basic computer programs such as Microsoft Outlook, Word, and Excel, with the ability to learn Microsoft CRM, VMS (Visual Management System, Salesforce, and Dynamics AX. Fluent in English
• Flexibility to handle multi-tasking and prioritize appropriately

For more than 100 years, we've partnered in the oil and gas industry to deliver innovative solutions that maximize uptime, improve throughput, avoid shutdown and minimize risk. We are experienced at accepting new challenges and responding in a way that meets goals while protecting people, assets and the planet. “Throughout the world today, TDW people are known for their dedication to customer service, to quality, to technical competence, to cooperating with each other, and above all, honesty and fair dealing with everyone.” - T. D. Williamson Jr.