Administrative Assistant

Job Description

Job Description

POSITION : Administrative Assistant Field Services

LOCATION : Scarborough, Maine

STATUS : Hourly Non-Exempt

JOB SUMMARY

ESSENTIAL DUTIES AND RESPONSIBILITIES

The essential functions of the job include, but are not limited to, the following :

• Audit expense reports from Field Service groups and enter into applicable systems as necessary to ensure timely and accurate entry
• Prepare expense report details from own and 3rd party resources to assist in customer invoicing
• Assist in preparing vendor requisitions to support the Project Execution teams for all Field Services activities
• Administer group travel requirements looking for most cost-effective methods
• Track and report monthly hours for PSM and contractors for EHS purposes
• Audit EHS training status for own and 3rd party resources
• Schedule and coordinate training activities as required
• Ability to edit and develop power point presentations and excel sheets as required
• Assist in group timekeeping entry into payroll and SAP financial systems
• Provide all CS and PO number information for execution of Field Services LTA and Transactional projects
• Finalize and track completion of all outage reports for Field Services
• Assist with reporting of monthly on time delivery and other KPI reports as required
• Coordinate and arrange meetings / training, prepare agendas, training, reserve and prepare facilities, record and transcribe meeting minutes
• Assist with tracking and reporting monthly project costs
• Assist Project Execution in final cost roll up and invoicing for all Field Service projects including LTA, Transactional, and associated extra work authorizations
• Support of day-to-day activities and other duties for Field Service transactional projects as well as projects related to Long Term Agreements, as required
• Other duties as assigned

MINIMUM REQUIREMENTS

Education & Training

Associate Degree, or High School Diploma and combination of experience

Skills / Experience

• 5+ years of experience in providing administrative support or a combination of education and experience and / or demonstrated accomplishments
• Proven ability to handle multiple projects with an emphasis of on-time delivery within a limited notice period
• Demonstrated proficiency in Microsoft Office; Word, Excel, Visio, and PowerPoint. Microsoft Access, Project, Outlook and Lotus Notes database experience a plus
• Excellent interpersonal and communication skills with a strong commitment to customer service
• Experience with Concur or other expense reporting systems
• Experience with SAP preferred
• Ability to prioritize and work in a fast-paced environment. Maintaining accuracy and focus despite frequent interruptions
• Ability to deal appropriately with confidential information
• Must be reliable, prompt, and display a flexible attitude
• Ability to follow written and verbal instructions and work with limited supervision

Equal Opportunity Employer Veterans / Disabled