Site Secretary

Job Summary :

The Administrative Specialist II will be responsible for coordinating and managing all applicable and delegated administrative activities and tasks on site, including but not limited to the office infrastructure, office equipment, assistance to site personnel, cleaning services coordination, interfacing with local agents and site purchasing, and maintaining financial records and files.

Will collect, analyze, and process all time sheets, and obtain required daily documentation / confirmation of work performed.

Will collaborate with the Business partners and site personnel to assure all work hours are complied. Work is clerical in nature and organizational skills are critical.

Essential Duties & Responsibilities :

  • Work closely with Project Managers, and site managers to assure all work hours and tasks are complied
  • Support site procurement
  • Arrange accommodation and travel for new expatriate staff and site management team, assisting employee relations coordinator with visa applications as required
  • Understand local authorities’ requirements and ensure compliance in coordination with the Site Manager
  • Run scheduled, and ad hoc reports as required for operations team.
  • Obtain required daily documentation / confirmation and correspondence of work performed.
  • Collect all time sheets or crews and process them through the appropriate approval process
  • Maintain files, records, and calendars and schedule appointments to maximize organizational efficiency
  • Tracks and reconciles all site financial transactions on an ongoing basis as well maintain and administer the site petty cash float as per procedure
  • Records orders for merchandise or service
  • Obtains and disseminates information regarding all personnel matters to employees
  • Operates office equipment such as typewriter, adding, calculating, and duplicating machines
  • Opens and routes incoming mail, answers correspondence, and prepares outgoing mail
  • Greets and assists visitors and guests.
  • Maintains invoice, purchasing, regulatory, and correspondence filing systems
  • Prepares and submits monthly billing summaries as required
  • Prepares, documents and arranges transportation for all equipment and material being shipped from the warehouse
  • Inventories administrative supplies and reorders as necessary, including purchase orders
  • Ability and willingness to work holidays, weekends and overtime as required by field assignments
  • Travel may be required
  • May be assigned other duties to help proactively drive our FieldCore vision and align with our organization’s core values.
  • Required Qualifications & Experience :

  • High School Diploma or equivalent
  • 2+ years of experience in Administrative role or related industries
  • Extensive travel to and from projects and various field assignments will be required.
  • Able to connect and communicate across all level of site personnel and internal colleagues / stakeholders.
  • Fluent and proficient in both spoken and written English
  • Desired Characteristics :

  • Degree in Engineering or Technical Discipline
  • Microsoft Office Skills, including Outlook, Word, Excel, and Access
  • Experience with web-based programs
  • Ability to multi-task, detail-oriented and organized, with high degree of attention to detail and accuracy within time constraints
  • Able to work in a fast-paced, constantly changing environment
  • Ability to work independently and / or lead teams
  • Excellent customer, communication, and interpersonal skills
  • Strong organizational skills
  • Additional languages
  • About FieldCore :

    FieldCore, a GE company, is an independent, industrial field services organization focused on World-Class Execution across the power generation and oil & gas industries.

    We have brought together more than 12,000 of the foremost experts in field services to focus on one thing; delivering excellent outcomes for our customers.

    As a global organization, we celebrate the uniqueness of our diverse employees and strive to create an inclusive culture.

    Our people are driven by our core values of safety, integrity and quality, and focused by our guiding principles. For more information visit our website .

    FieldCore is an equal employment opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, status as a qualified individual with a disability, marital status, pregnancy, sexual orientation, ancestry, genetic information, gender identity, or any other characteristic protected by law

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