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Administrative Coordinator

2 months ago

Jacksonville, Florida, United States Stellar Energy Americas Inc Full time
Job Description

**Job Summary**

The Digital Services Administrative Assistant is responsible for directing and coordinating Stellar Energy Digital Services client services and related activities, including business development activities, client deliverable activities, and supervising programs for the maximum utilization of the service teams' resources. This role must also take notes and be proficient in technically writing documents and processes critical to evaluating and improving processes and procedures within the digital field services scope of training/logistics/installation/pre-commissioning/commissioning/and inspections.

Key Responsibilities

  • Apply a structured schedule to the service team including initiating the opening of jobs for service, tracking open jobs progress, parts liaison, and customer communications.
  • Provide arrangements for office meetings, business meetings, company logistics and coordinating business travel.
  • Assist Digital Service Team for ADP time entry and job expenses associated with jobs.
  • Work with procurement on sub-contractor processing, sub-contractor tracking, along with parts and equipment logistics.
  • Submit proposals, initiate purchase orders, track invoices, and accounts receivable.
  • Answer telephone calls from customers, vendors, etc. as part of a team servicing Stellar Energy and directing calls to appropriate individuals.
  • Provide after-hours support in case of customer emergencies.
  • Respond to and resolve administrative inquiries and questions.
  • Generate innovative ideas for content and workflow solutions.
  • Meet with subject-matter experts to ensure specialized topics are appropriately addressed.
  • Review and/or copyedit content developed by other members of the team.
  • Analyze information required for the development or update of policy, procedure and form documentation.
  • Prepares for ISO 9001 and other audits.

Requirements

  • Excellent organizational skills.
  • Exceptional customer service skills.
  • Strong communications skills.
  • Flexibility with ever changing work priorities.
  • Able to work effectively at all levels in an organization.
  • Teamwork skills.
  • Analytical critical thinking skills.
  • Attention to detail.
  • Time Management.

Work Environment

This position operates out of an office environment.

Physical Demands

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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand, walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is required to sit; and stoop, kneel, or crouch. The employee must frequently lift or move up to 10 pounds and occasionally lift or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Expected Hours of Work

This is a full-time position. The first shift days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel

Travel is primarily not required with the exception to local travel during the business day.

Education and Experience

  • Highschool diploma or equivalent.
  • Intermediate to Advanced proficiency in Microsoft Excel, Word, Power Point, Outlook.
  • Ability to work with CRM and CMMS System.
  • Fluency in technical and common office software.

Preferred Education and Experience

  • Bachelor's Degree in a related discipline from an accredited university.
  • 3+ years of experience with hands on support activities.

Work Authorization

Must be authorized to work in the USA.