Administrative Assistant

ICES: Data, Discovery, Better Health; Williston (ND); On-site; USD 42,000 - 54,000; Full time

Job summary

Bulldog Services LLP in Williston, ND seeks an administrative team member to provide courteous, service‑oriented support across departments, handling data entry, filing, and documentation control to meet compliance. Duties include processing facility documents, supporting budgets and timelines, and acting as a liaison between administrative and operations teams on a daily basis.

You will participate in a rotating on-call schedule (24/7 for one full week, week-on/week-off after training), with

Qualifications

• Experience in data entry and general office administration.
• Strong communication and collaboration skills.
• Ability to adhere to regulatory and quality requirements.

Responsibilities

• Provide administrative support across multiple supervisors.
• Handle data entry, filing, and documentation control.
• Serve as a liaison between administrative and operations teams.
• Participate in a rotating on-call schedule (24/7 for one full week, then week-on/week-off after training).

Job description

Daily Tasks

• Work as part of a united team to achieve operational goals by supporting departments through timely and accurate administrative assistance.
• Build lasting relationships through authentic communication, demonstrating respect, integrity, and reliability in all interactions—internally and externally.
• Accurate data entry into internal systems, logs, and trackers to support traceability, compliance, and informed decision-making.
• Maintain filing systems and control of documentation to ensure records are up to date, organized, and meet all company and regulatory requirements.
• Prepare, review, and process facility documentation including job packets, delivery tickets, router packets, inspection forms, and compliance records.
• Monitor project budgets, timelines, and inventory usage in collaboration with team leads to help ensure accuracy, accountability, and alignment with operational goals.
• Participate in yard and warehouse observations to help ensure documentation aligns with physical activities and that operational workflows are followed.
• Gain exposure to shop environments as needed to observe work progress, confirm data accuracy, and assist in validating that paperwork reflects actual equipment, part numbers, or work performed.
• Act as a liaison between administrative and operations teams, helping to ensure that communication remains clear, timely, and consistent across departments.
• Participate in a rotating on-call schedule, which includes 24/7 availability for one full week (7 days) on a week-on/week-off rotation once training is successfully completed.

Standard Role and Responsibilities

The first responsibility is to warmly welcome customers to BDS and model our professional, service-oriented business culture while providing them with the highest quality of service, and product knowledge that is possible. Performs administrative and office support activities for multiple supervisors.

This position will be asked to be on a rotational on call schedule every other week.

Duties may include fielding telephone calls, receiving and directing visitors, word processing, filing, and faxing. Extensive software skills are required, as well as Internet research abilities and strong communication skills. Staff in this category also may have the title of department assistant, coordinator, or associate.

Quality

Support and participate in the organization’s Continual Improvement Program to conform to API Q1/ISO 9001:2015 requirements by complying with the Quality Policy and procedures and meeting QMS Objectives.

The ability to ability to accurately and efficiently perform standard administrative duties, including but not limited to data entry, clerical tasks, reporting, reconciliation, and utilizing verbal and math skills. These tasks should be completed in a timely manner according to written procedures, ensuring adherence to company specifications and industry standards without exception.

Documentation

Accurately and honestly complete and submit paperwork associated with job task daily duties; (JSA, Safety Docs, FST, FNCR, REQ, Timecards, etc.) in the set amount of time. Report any non-compliance of procedural action immediately to Supervisor or HR. Labeling or Stamping equipment in the proper manner.

Maintenance

Team Members are responsible for and required to inventory, maintain, and a log of all assets, both inventory and company owned, ie: Department tooling, vehicles and related items.

Communication

Every BDS team member must have the ability to communicate with team members, customers, vendors, as well as the community in both written and verbal documentation. Assist others team members in daily activities and job-related tasks approved by management.

Safety

Team Members are required to perform his or her job duties in the safest way possible with a 100% accident free, 100% incident free target goal.

Representative

All Bulldog Services LLP Team Members as acting representatives are required to professionally present, uphold, and solidify the representation and respect of our motto, “Restoring Principles & Integrity One Connection at a Time” at all times.

Physical Requirements

Frequent standing and lifting, Spends time in the office and shop – as needed, environment.

Other Required Responsibilities

Lifting of equipment must be done in a manor in accordance with the company safety manual (max 50 lbs).

Other

Clothing items promoting or suggesting nonbusiness related propaganda are not allowed. The team members will conform to the use of Personal Protective Equipment (PPE) as required by BDS in compliance with OSHA regulations and directives. Responsible for maintaining a safe work environment for oneself and others by following any and all posted and non-posted safety guidelines. Non-posted guidelines are found in the BDS safety manual.

Hours of Operation

Monday through Friday, 8:00 am through 5:00 pm, but not limited to, depending on workload. Employees are required tocomplete any pertinent duties by close of business if at all possible which may include working passed standard hours.

At Any Time Employer Has The Ability To Add Or Remove Job Duties Or Responsibilities, especially as you grow and gain organizational knowledge.