Field Services Administrative Assistant

Exline, Inc.; Salina (KS); On-site; USD 32,000 - 52,000; Full time

Job summary

Exline, Inc. seeks a Field Services Administrative Assistant in Salina, KS to support project managers with quotes, reports, and office tasks. You will track progress, coordinate scheduling, and prepare invoices while ensuring data accuracy and timely billing.

Responsibilities include liaising with stakeholders, maintaining project documentation, and assisting with procurement, expense reporting, and uniform management for field staff.

Qualifications

• Ability to read and interpret documents such as bids, safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to create and execute routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.
• Excellent verbal and written communication skills.
• Excellent interpersonal and organizational skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and ask for assistance when appropriate.
• Proficient with Microsoft Office Suite, Projects and related software.

Responsibilities

• Work directly with project managers to assist with implementing project goals.
• Oversee variable aspects of projects and provide direct assistance to ensure timely project execution.
• Review project goals and ensure project goals are achievable.
• Liaise with project lead and other project managers to maintain project schedule and efficacy.
• Assist with procuring services, materials and other items necessary for completing project goals.
• Review project implementation and gather data on project execution.
• Communicating with stakeholders regarding project needs and goals.
• Contributing to the planning and development of projects.
• Support the coordination and management of projects.
• Track, analyze and report out on project progress.
• Researching information as required.
• Performing administrative tasks such as preparing invoices, soliciting service or equipment estimates, scheduling meetings, ordering, and maintaining office supplies.
• Prepare daily and weekly time sheet reports. Review for accuracy prior to submission for billing and payroll.
• Negotiate commercial hotel rates. Reserve rooms for field service members. Review weekly hotel billings and reconcile charges.
• Complete field members expense report of coding, costing, verifying charges. Cost and code expenses for projects prior to billing and running WIP report.
• Review purchase orders to corresponding quotes and link to jobs in ERP and CRM system.
• Update Salina Field Machining files in Teams.
• Update monthly projected billings bi-weekly. Prepare billing forecasts for Field Services and submit applicable monthly job cards for billing.
• Enter new customers into appropriate database for quoting process as required.
• Enter quotes for projects to meet the criteria set per customers’ requirements.
• Set up and manage existing and new employee uniform accounts. Communicate company and uniform vendors’ policies.
• Review weekly charges and monitor billing.
• Maintain adequate stock of Fire Retardant uniforms.
• Updating and tracking of Field Service personnel PTO calendar.
• Participate in the planning and development to improve departmental success and assist with the execution.
• Assisting Project Managers with various tasks and other duties as assigned.

Skills

Reading & interpreting documents

Reporting & correspondence

Public speaking

Verbal & written communication

Interpersonal skills

Time management

Analytical thinking

Task prioritization

MS Office & related software

Education

High school diploma or GED; or 3–5 years related experience

Tools

Projects

Job description

Position: Field Services Administrative Assistant

Location: Salina, KS

Job Id: 261

# of Openings: 0

Job Summary

Under direct supervision of Director of Field Services. Assists Project Manager with the development and planning of project quotes, daily and monthly administrative reports, and department office tasks.

Supervisory Responsibility

No supervisory responsibilities for this position

Duties and Responsibilities

• Work directly with project managers to assist with implementing project goals.
• Oversee variable aspects of projects and provide direct assistance to ensure timely project execution.
• Review project goals and ensure project goals are achievable.
• Liaise with project lead and other project managers to maintain project schedule and efficacy.
• Assist with procuring services, materials and other items necessary for completing project goals.
• Review project implementation and gather data on project execution.
• Communicating with stakeholders regarding project needs and goals.
• Contributing to the planning and development of projects.
• Support the coordination and management of projects.
• Track, analyze and report out on project progress.
• Researching information as required.
• Performing administrative tasks such as preparing invoices, soliciting service or equipment estimates, scheduling meetings, ordering, and maintaining office supplies. Handling mail and shipping of non-job-related materials.
• Prepare daily and weekly time sheet reports. Review for accuracy prior to submission for billing and payroll. Verify hours and per diem numbers are correct in appropriate systems.
• Negotiate commercial hotel rates. Reserve rooms for field service members. Review weekly hotel billings and reconcile charges.
• Complete field members expense report of coding, costing, verifying charges. Cost and code expenses for projects prior to billing and running WIP report. Cost and code department invoices for project managers’ approval.
• Review purchase orders to corresponding quotes and link to jobs in ERP and CRM system.
• Update Salina Field Machining files in Teams.
• Update monthly projected billings bi-weekly. Prepare billing forecasts for Field Services and submit applicable monthly job cards for billing,
• Enter new customers into appropriate database for quoting process as required.
• Enter quotes for projects to meet the criteria set per customers’ requirements.
• Set up and manage existing and new employee uniform accounts. Communicate company and uniform vendors’ policies. Review weekly charges and monitor billing. Communicate any concerns between employee and vendor. Maintain adequate stock of Fire Retardant uniforms.
• Updating and tracking of Field Service personnel PTO calendar.
• Participate in the planning and development to improve departmental success and assist with the execution.
• Assisting Project Managers with various tasks and other duties as assigned.

Required Skills and Abilities

• Ability to read and interpret documents such as biddings, safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to create and execute routine reports and correspondence.
• Ability to speak effectively before groups of customers or employees of organization.
• Excellent verbal and written communication skills.
• Excellent interpersonal and organizations skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to prioritize tasks and ask for assistance when appropriate.
• Proficient with Microsoft Office Suite, Projects and related softwareEducation and Experience:
• High school diploma or general education degree (GED); or three to five years related experience [SV1]and/or training; or equivalent combination of education and experience.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Independent Action

Duties are performed independently.Recommends, designs and implements controls and process improvements/efficiencies based on department objectives.Consults with supervisor regarding major policy decisions.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to stand; walk; climb or balance; stoop, kneel, crouch. The employee is frequently required to sit. The employee must regularly lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.