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Field Service Coordinator

*Must be local to Port Clinton, Ohio*

Job Description

As a Field Service Coordinator, you will play a vital role within the team by providing essential administrative support to ensure the efficient operation of conveyor installation projects. Your responsibilities will encompass creating geo fences for cloud-based time clock systems, managing rental equipment orders, processing contractor purchase orders, and overseeing vendor invoice management, including verification and approval of hours.

Responsibilities

+ Schedule Management: Maintain current scheduling software with entries for all field services projects, including pertinent project information.

+ Geo Fence Creation: Set up and maintain geo fences for cloud-based time clock systems to accurately track the working hours of field services personnel at various project sites.

+ Travel Booking: Arrange and manage travel logistics and expenses for the field services team, including flights, accommodations, and transportation, while adhering to budgetary constraints.

+ Rental Equipment Management: Coordinate the ordering, delivery, and return of rental equipment required for conveyor installations, ensuring timely availability and cost-effective solutions.

+ Contractor Purchase Orders: Facilitate the processing of contractor purchase orders, liaising with vendors and internal teams to ensure timely and accurate purchase order creation and fulfillment.

+ Vendor Invoice Management: Oversee the processing and auditing of vendor invoices related to the field services projects, verifying the accuracy of billed hours, materials, and expenses.

+ Invoice Approval Assignments: Work closely with project stakeholders to assign responsible parties for invoice approval, ensuring timely approvals and adherence to budgetary guidelines.

+ Timekeeping and Payroll Support: Assist in gathering and organizing timekeeping data from the cloud-based system to support accurate and timely payroll processing for field services personnel.

+ Documentation Management: Maintain comprehensive and organized records of all administrative activities, including invoices, purchase orders, timekeeping data, and rental equipment documentation.

+ Communication and Coordination: Collaborate with the Field Services Manager, project stakeholders, and vendors to ensure effective communication and smooth coordination of administrative tasks.

+ Issue Resolution: Address any administrative challenges or discrepancies promptly, working with relevant parties to find effective resolutions.

+ Process Improvement: Continuously identify opportunities to streamline administrative processes and improve efficiency within the field services implementation team.

+ Training: Provide training to incoming Field Service personnel for expense and time clock software, focusing on proper procedures and submittals for both systems.

Essential Skills

+ Proven experience in administrative roles, preferably in a project-based or field services environment.

+ Strong organizational and time management skills with the ability to handle multiple administrative tasks simultaneously.

+ Excellent communication and interpersonal skills to interact effectively with team members, vendors, and project stakeholders.

+ Familiarity with cloud-based time clock systems and basic understanding of geofencing.

+ Detail-oriented with a keen eye for accuracy and data management.

+ Ability to work independently, take initiative, and proactively solve problems.

+ Proficiency in using productivity tools and software for documentation and data management.

Additional Skills & Qualifications

+ Microsoft Office experience.

+ Typing and data entry skills.

+ ERP system understanding and experience.

+ Super organized, responsive, and collaborative.

+ Familiarity with invoice processing and purchase order management is a plus.

Work Environment

This position is based in the office, working closely with the other administrative support team members who support the Field Service team.

Pay and Benefits

The pay range for this position is $22.00 - $25.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Port Clinton,OH.

Application Deadline

This position is anticipated to close on May 15, 2025.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [email protected] (%[email protected]) for other accommodation options.