Administrative Coordinator Job at Robert Half in Phoenix

We are offering a contract to hire employment opportunity for an Administrative Coordinator in Phoenix, Arizona 85034. This role involves maintaining and enhancing the efficiency of our Field Service Team, working closely with internal and external customers, and handling a range of administrative and accounting tasks.

Responsibilities:

• Manage and review time and expense documents to ensure accuracy and efficiency.

• Coordinate with customers, contractors, and vendors to provide quotes and secure purchase orders.

• Facilitate the acquisition of necessary work equipment and tools, and oversee the administrative aspects of maintaining, ordering, and retrieving fleet vehicles.

• Act as a telephone support resource for the Field Service Department, handling queries and issues independently or redirecting them to the appropriate areas for resolution.

• Oversee the collection of field service technician timesheet and overtime on a weekly basis.

• Collaborate with the Field Service Manager to ensure Field Service Engineers are well-informed about fieldwork requirements before arriving at customer sites.

• Contribute to process improvements within the department.

• Assist the field service team in obtaining necessary travel documentation.

• Manage vendor and supplier processes, including invoicing and payment.

• Reconcile jobs prior to billing and manage final invoicing to customers.

• Perform basic accounting functions, including accounts payable and receivable, bank reconciliation, and customer inquiry resolution.

• Ability to handle Invoice related tasks, including generating, sending, and tracking invoices.

• Ability to manage relationships with Vendors, including negotiations and payment inquiries.

• Capable of performing Clerical Duties such as filing, data entry, and record keeping.

• Experience in Calendar Management, scheduling and coordinating meetings and appointments.

• Experience with Purchase Orders, including creating, tracking, and managing orders.

• Experience with Timesheets, ensuring all work hours are accurately recorded.

• Willingness to work Onsite, adhering to company's work policies.