Sr. Field Svc Admin Asst (ED-207) (1305)

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Description

We are seeking a detail-oriented and proactive Senior Field Admin Assistant to become an integral part of our service team. This role is the central administrative hub for our field service operations, responsible for the complete lifecycle of a service job, from opening the initial work order to processing the final invoice. The ideal candidate will ensure accuracy, efficiency, and clear communication between technicians, managers, and customers.

Duties and responsibilities

Work Order Management

Open all field service work orders based on information received from managers.
Ensure all necessary information is present on work order forms, taking the initiative to contact managers or customers for missing details.
Thoroughly verify customer, billing, shipping, and site information in the system to ensure accuracy.
Confirm the correctness of all work order details, including work order type, labor rates, planned hours, and job description. It is the admin’s responsibility to verify all information, even on system-generated work orders.
Add detailed notes and planned completion dates to each work order.

Time, Expense, and Parts Coordination

Each morning, your first priority will be to enter time from the daily Field Service Reports into the corresponding work orders.
Follow up immediately with technicians regarding missing service reports and escalate to the Service Manager if necessary.
Enter technician mileage and expenses into work orders daily.
Order, enter, pull, and stage parts for field service jobs as required.
Assist in obtaining updated purchase orders from customers when needed.

Invoicing and Financial Administration

Prepare invoice proformas with detailed notes for the Regional Field Service Manager to review and approve.
Prior to invoicing, ensure all labor is entered correctly, there are no back-ordered parts, and the details match the original quote if applicable.
After management review and approval, invoice all field service work orders.
Process credit requests through the work order system as needed.
Manage the credit and rebill process for any corrections needed after an invoice has been issued.
Assist in gathering and providing the required documentation for field service warranty claims.

Documentation and Administrative Support

Scan all field service documents and attach them to the correct work order in the JDE system. All documents should be scanned daily and attached weekly.
Print time sheets daily – to ensure that time is correct
Enter the odometer readings for service vehicles every Monday morning.
Perform any other duties or tasks assigned by your Manager.

Qualifications

Qualifications

Must have a minimum 1 year(s) previous experience.
Must have a High School Diploma or equivalent.
Mechanical background or knowledge preferred.
Prefer bilingual (English/Spanish) speaking and writing skills.

Knowledge, Skills, and Abilities

Must have a working knowledge of the above titled position and how it relates to the overall business and its’ objectives.
Must meet goals and objectives set forth by the company.
Must conform to company policies and procedures.
Must have a current driver’s license and proof of insurance (ONLY IF JOB REQUIRES)
Must be able to lift 50lbs., bend and twist several times daily. (ONLY IF JOB REQUIRES)
Must have good phone skills.
Must have the ability to work flexible hours and days (weekends as necessary)
Must be computer literate, a Window’s base environment preferred. (MS, Word, Excel, Power Point, Access, and Outlook)
Must be dependable and able to work independently.
Must maintain good client relations and professional appearance.
Must promote and maintain a clean, neat and safe work environment.
Must have the ability to effectively operate various types of office equipment, including but not limited to, computers, fax, printer, and telephone system.
Must be able to remain calm in stressful situations.
Must protect the company assets and interest.

Working Conditions:

Typical hours of work Monday through Friday; 8 a.m. to 5 p.m.
Weekend hours as necessary.

WPI 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 Espanol

WPI es una instituci n EEO/AA (igualdad de oportunidad/accion afirmativa) y no discrimina en base al sexo, edad, raza, color, religion, discapacidad fisica o mental, credo, origen nacional, estatus veterano, orientacion sexual, infomacion genetica, identidad de genero, o expresion de genero en los programas o actividades los cuales opera

To help us track our recruitment effort, please indicate in your cover/motivation letter where (usajobvacancies.com) you saw this job posting.

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