Administrative Assistant

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

Job summary

TD Williamson is seeking a detail-oriented administrative professional in Dallas to support the organization’s daily operations. The role emphasizes accuracy in invoicing, vendor payments, and maintaining records, while providing excellent customer service over the phone and via email.

Daily duties include coordinating with managers, shop personnel, and remote sales staff, with adaptability to a fast-paced environment and deadlines. Strong English communication is essential.

Qualifications

• High school diploma or equivalent.
• 3+ years of administrative experience.
• Experience with invoicing and vendor payments.
• Strong organizational and communication skills.

Responsibilities

• Prepare invoices for services jobs and local product orders.
• Code and submit vendor invoices for timely payment.
• Set up vendor accounts as needed.
• Handle inventory transactions in applicable software.
• Answer phone calls and route to team.
• Maintain organized file structure for invoiced services jobs and product orders.
• Provide order status updates to customers by phone.
• Support coordinator, manager, shop mechanics, field technicians, and remote sales staff.
• Adapt to a dynamic, deadline-driven work environment.

Skills

Organizational skills

Interpersonal skills

Multitasking

Communication

Education

High School diploma or equivalent

Tools

Microsoft Outlook

Microsoft Word

Excel

CRM (Salesforce)

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