Field Services Admin Asst (ED-203)

Waukesha-pearce Industries Llc; Houston (TX); On-site; USD 38,000 - 52,000; Full time

Job summary

Waukesha-pearce Industries Llc is seeking an organized administrative professional to support the Field Service group. This role involves coordinating field activity, handling work orders, and ensuring timely invoicing and portal submissions.

The candidate will assist with scheduling, parts inventory, and financial tasks such as payroll reconciliation and time entry, while maintaining professional relationships with customers and vendors. Typical hours are Monday through Friday, 8 a.m.

Qualifications

• High school diploma or equivalent required.
• Experience in administrative support, preferably in a service department.
• Strong keyboarding and MS Office proficiency with attention to detail.

Responsibilities

• Assist Regional Field Service Manager with scheduling and field activity coordination.
• Open/close work orders, manage invoices and portal submissions.
• Maintain parts inventory and process purchase orders related to work orders.
• Time entry, payroll reconciliation, and vouchering invoices as needed.
• Communicate professionally with customers, vendors, and coworkers.

Skills

Time management

Verbal communication

Attention to detail

Typing speed

Independent work

Education

High School Diploma

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

Scope of Work:Responsible for initiating and coordinating the clerical/administrative functions required for the effective implementation of administrative policies and procedures for the Field Service group. Stay abreast of all field job activities. Coordinates repetitive field activity to ensure consistency. Must be comfortable working unsupervised most of the time.Primary Job Responsibilities:Assists Regional Field Service Manager in tech schedulingStays informed of all field job activityCoordinates repetitive field activity to ensure consistencyPerform necessary tasks required for maintaining adequate Parts Inventory with regards to work ordersCreating and receiving purchase orders related to work ordersReports on problems or issues to Regional Field Service Manager and/or BU ManagerResponsible for opening and closing work orders, reviewing as well as ensuring that invoices are sent to the customer or EDI team for portal submissionTime Entry – Time AdjustmentsPayroll ReconciliationVouchering invoices for the BU when necessaryPromote positive and professional relationships with all company personnel and between its’ divisionsPerform other duties as assignedMinimum Qualifications:Must have 1 year(s) of previous administrative experience, preferably in a service department.Must obtain High School Diploma or equivalent.Mechanical background or knowledge preferred.Requirements: Knowledge, Skills, and Abilities (KSAs)Working knowledge of the responsibilities of the position and how the role contributes to the achievement of departmental and organizational objectives.Ability to consistently meet established performance goals and business objectives.Knowledge of and commitment to complying with Company policies, procedures, and applicable regulations.Valid driver's license and proof of insurance, if required for the position.Strong verbal communication skills, including professional telephone etiquette.Ability to work a flexible schedule, including evenings and weekends, as business needs require.Keyboarding proficiency of at least 25 words per minute.Proficiency in Microsoft Office applications, including Word, Excel, PowerPoint, and Outlook, and the ability to learn other business systems as required.Ability to work independently with minimal supervision while demonstrating reliability, accountability, and sound judgment.Strong interpersonal skills with the ability to establish and maintain positive working relationships with customers, vendors, and coworkers.Ability to maintain a professional appearance and represent the Company in a courteous and professional manner.Commitment to maintaining a clean, organized, and safe work environment.Ability to operate standard office equipment, including multi-line telephone systems, copiers, printers, scanners, and other office technology.Strong attention to detail with a high level of accuracy in completing work assignments.Ability to prioritize tasks, manage multiple responsibilities, and remain composed under pressure in a fast-paced environment.Knowledge of and adherence to all Company safety policies, procedures, and regulatory requirements.Commitment to protecting Company assets, confidential information, and business interests through ethical and responsible conduct.Working Conditions and Physical Demands:Typical hours of work Monday through Friday; 8 a.m. to 5 p.m.Weekend hours as necessaryOffice workWPI is an EEO/AA (equal opportunity/affirmative action) institution and does not discriminate on the basis of sex, age, race, color, religion, physical or mental disability, creed, national origin, veteran status, sexual orientation, genetic information, gender identity, or gender expression in the programs or activities which it operates.En EspanolWPI es una institució n EEO/AA (igualdad de oportunidad/acció n afirmativa) y no discrimina en base al sexo, edad, raza, color, religión, discapacidad física o mental, credo, origen nacional, estatus veterano, orientació n sexual, infomació n genética, identidad de género, o expresió n de género en los programas o actividades los cuales opera.