Asst II - Admin

Asst II - Admin

Total Safety is looking for an Administrative Assistant II to join their safety-conscious team! The Administrative Assistant II provides basic administrative and clerical support typically to a department or group of professionals.

Total Safety is the worlds premier provider of integrated safety and compliance services and the products necessary to support them, including gas detection, respiratory protection, safety training, fire protection, compliance and inspection, industrial hygiene, onsite emergency medical treatment / paramedics, communications systems, engineered systems design, and materials management. Our Core Values are People, Safety & Wellbeing, Accountability, Responsibility, Empowerment, Honesty, Transparency, and Integrity.

Core Responsibilities

• Field Ticket Management : Create, compile, and adjust weekly field ticketsincluding labor, travel, and equipmentfor ProSv Line of Business (LOB) billing.
• Client Coordination : Communicate and coordinate with client representatives to ensure timely delivery of field tickets, proper organization, and return of approvals.
• Invoice Processing : Upload supporting records and documents into Salesforce for weekly invoicing; track and follow invoicing through submittal in Rental Man.
• Platform Navigation : Operate across multiple client systems (e.g., Coupa, Track) to facilitate smooth Accounts Payable (AP) processing.
• Information Management : Manage and prioritize multiple email inboxes, updating workflows proactively to align with fast-paced and evolving project demands.
• Data & Reporting : Utilize Excel spreadsheets for tracking, reconciliation, and reporting with accuracy and efficiency.
• Problem-Solving : Identify potential billing or process issues early, propose solutions, and ensure timely resolution.
• Contract Compliance : Maintain detailed understanding of project contracts, ensuring field tickets and invoices align with established contract rates and billing structures.
• Reconciliation : Perform reconciliation of disbursement receipts in alignment with company policies and client requirements.

Additional Duties

Required Skills & Competencies

Medical experience, EMT, MED Tech, etc., a plus.

Total Safety and its subsidiaries afford equal opportunity in employment to all individuals regardless of race, color, religion, sex, age, national origin, pregnancy, familial status, disability status, veteran status, citizenship status, genetic information or any other characteristic protected under Federal, State or Local law. Total Safety is an Equal Opportunity Employer.