Administrative Assistant

T.D. Williamson; Dallas (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

T.D. Williamson is seeking an administrative professional to support our organization with a focus on invoicing, vendor management, and customer communications.

The role involves processing vendor invoices, setting up vendor accounts, and tracking order status for services and product orders. The ideal candidate has a high school diploma or equivalent and 3+ years of administrative experience, with strong organizational and communication skills.

Qualifications

• High school diploma or equivalent required.
• Minimum 3 years of administrative experience preferred.
• Proficiency with MS Office and CRM systems required.
• Strong organizational and communication skills essential.

Responsibilities

• Invoicing preparation for services jobs and local product orders.
• Coding and submitting vendor invoices for timely payments.
• Vendor account setup when needed and ongoing maintenance.
• Record inventory transactions in applicable software.
• Answering phone calls and directing to the appropriate staff.
• Maintain organized file structures for invoiced jobs and orders.
• Provide customer order status updates by phone.
• Support coordinators, managers, shop mechanics and field staff.
• Other duties as assigned by management.

Skills

Organizational skills

Interpersonal skills

Communication

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

CRM systems

VMS

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 administrativefunctions 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:

• Invoicingpreparationof 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
• SupportCoordinator, 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