Administrative Asst II

Forum Energy Services, Inc.; Clearfield (Clearfield County); On-site; USD 36,000 - 48,000; Full time

Job summary

Forum Energy Services, Inc. is seeking an experienced administrative support specialist to handle a wide range of office tasks and ensure efficient departmental operations.

You will file, maintain records, process transactions, and prepare reports or correspondence while following established procedures. Responsibilities include supporting managers, coordinating shop uniforms, entering labor tickets, processing invoices, and maintaining vendor records.

Qualifications

• 3+ years of office experience.
• High School Diploma or equivalent.
• Proficient in MS Office and data entry.
• Strong communication and organizational skills.
• Ability to meet deadlines and work in a team.

Responsibilities

• Provide clerical and administrative support across the department.
• Support managers and personnel communications, including reports.
• Coordinate uniforms, time entry, and office procedures.
• Enter labor tickets for hourly employees and manage time entries.
• Prepare material requisitions and coordinate with warehouse for shipment.
• Create and maintain job folders, service tickets, and correspondence.
• Process invoices and vendor records; assist with account reconciliations.
• Set up new customers in systems and handle ship-to addresses.
• Assist with databooks for Quality department and other duties as assigned.

Skills

MS Office

Communication

Analytical skills

Organizational skills

Customer service

Team player

Education

High School Diploma or equivalent

Job description

Provides basic and some advanced support by handling a wide variety of administrative duties within a functional area. Responsible for performing office tasks such as filing, maintaining records, processing transactions and other similar duties. May prepare reports, presentations or correspondence. Follows organizational and departmental procedures to complete tasks. May support in facilitating logistics of functional group. May handle special projects as assigned. Works under general supervision.

Job Duties/Responsibilities

• Oversee, and perform clerical and administrative support tasks.
• Provide support to department personnel and Manager as well as direct communication including providing HSE hours report.
• Coordinate shop uniforms for new hires, employees on leave and employees that no longer are in need of shop uniforms.
• Establish work procedures and standards to improve efficiency and effectiveness of assigned operations with Accounting, Engineering, Human Resources and other departments required.
• Responsible for ensuring compliance with established corporate standards.
• Participate in all FET required scheduled training classes.
• Labor Ticket entry for hourly Service employees and allocate time where needed including entering new employees in BC for time entry, and, updating time when coworker is out of office.
• Create material requisitions for the purchase of various services and products.
• Created work orders, drawing packages, and revise work orders as needed. Coordinate with warehouse to release shipment for invoicing.
• Create and maintain job folders containing Service Tickets, Safety Cards, Inspection Sheets, and all internal/external emails pertaining to each individual job.
• Receive invoices for Plant Manager approval and return to sender.
• Update vendor records when needed to remit to address, W-9 or FET Clearfield tax-exempt certificate
• Receive PO’s and consume to production order
• Set-up new customer(s) in system and request customer ship to address from TSC if not already set-up in the system
• Work on bill and holds including sending paperwork to customers for signature, send bill and holds storage agreement checklist to Plant Manager for signature, complete and send packet to Controller for review and approval
• Work with customers by updating sales orders ship to address, file required documents, if necessary have ticket approved prior to sending TSC, if necessary stamp and code invoices prior to sending to TSC, ensure customer invoices are submitted in the appropriate portals, email customers for late invoices and payment status and invoice customers for delivery charges.
• Assist Field Service team by setting up field service orders, enter hours of work when working away from FET facility, ensure all PO’s received for the job, close field service order and set‑up sales order, contact customer for PO prior to invoicing and load all paperwork in to job folders.
• Help organize and prepare databooks for Quality department
• Able to work overtime as needed.
• All other duties, as assigned.

Skills/Knowledge

• Intermediate computer skills including working knowledge of MS Office software packages and/or company specific databases.
• Detailed knowledge of practices and procedures of departments.
• Good communication and analytical skills.
• Must be able to work well with deadlines and possess good organizational skills.
• Commitment to customer service and ability to work in team-oriented environment.
• Self-motivated and well organized.
• Contributes to building a positive team

Education

• High School Degree or equivalent.

Experience

• 3+ years of office experience.

About FET
FET (Forum Energy Technologies, Inc.) is a global company, serving the crude oil, natural gas, and renewable energy industries. FET is headquartered in Houston, TX with quality manufacturing, efficient distribution, and service facilities conveniently located to support the major energy-producing regions of the world. Forum’s products and services range from the underwater reservoir to the refinery, from the sea floor to the above ground transportation line. We pride ourselves on giving you a comprehensive offering of solutions to maximize your operations and improve your bottom line. Our customers are our partners and we work with them to solve their ever-changing challenges.
FET is an Equal Opportunity Employer. FET does not discriminate on the basis of race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status or other characteristics protected under federal, state, or local law. All employment decisions and practices at FET are subject to the foregoing non-discrimination provisions and are based solely on merit, competence, performance, and business needs at the time.
FET participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. FET participa en E-Verify y proporcionará al gobierno federal la información de su Formulario I-9 para confirmar que usted está autorizado para trabajar en los EE.UU..

As part of our hiring process, we may use technology, including AI-enabled tools, to help review and assess applications based on job-related criteria. All hiring decisions are made by our recruitment team and hiring managers.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.