Administrative Assistant

01 TDW (US), Inc.; Dallas (TX); On-site; USD 42,000 - 56,000; Full time

Job summary

TDW is seeking an organized Administrative Support specialist to help keep our field services operations running smoothly. You will handle invoicing, vendor payments, account setups, and customer communications in a fast-paced environment.

The role requires a high school diploma, at least three years of admin experience, fluency in English, and strong Microsoft Office skills with room to learn CRM, VMS, Salesforce, and Dynamics AX.

Qualifications

• High school diploma or equivalent required.
• 3+ years of administrative experience preferred.
• Excellent organizational and interpersonal skills.
• Proficient with Microsoft Outlook, Word, Excel; learning CRM and VMS.
• Fluent in English.

Responsibilities

• Prepare invoices for service jobs and local product orders.
• Code and submit vendor invoices for payment processing.
• Set up vendor accounts as needed.
• Manage inventory transactions in applicable software.
• Answer phone calls and route to team members.
• Maintain organized file structure for invoices and orders.
• Assist customers with order status updates.
• Support coordinators, managers, field staff.
• Adapt to a dynamic, deadline-driven environment.

Skills

Organizational skills

Interpersonal skills

MS Office / Excel

CRM / VMS familiarity

English fluency

Education

High school diploma or equivalent

Tools

Salesforce

Dynamics AX

VMS

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.