Administrative Manager Job at White Tail Automation in Fort Worth

We are seeking a highly organized, assertive, and proactive Administrative Manager with strong leadership capabilities, who enjoys creating order out of chaos. You will have responsibly for and oversight of our field ticketing and project management software, FieldCap, and leading a team of 2 to 6. This role is essential for ensuring seamless project execution, efficient inventory management, accurate processing of purchase orders, and the integrity of data within FieldCap.

Who we are:

At Crimson Group, we provide our clients with high-value automation, instrumentation, electrical design, and process operation solutions. With the capabilities of a large enterprise, and the agility and responsiveness of a small company, we are a customer-focused provider of automation and integrated solutions. Crimson Group provides total integration of design, project management, panel manufacturing, installation/commissioning, maintenance, and repair for North America and select international markets.

What we Offer:

• Competitive compensation.
• Comprehensive benefit package and 401kplan.
• A company laptop and cell phone reimbursement.
• An environment of continuous learning with the opportunity to enhance your skills & experience and grow within the organization.
• The opportunity to participate in charitable events through our charity, RedTail Community Foundation.

What you will be Doing:

FieldCap Administration:

• Manage and maintain FieldCap software, including job creation, ticket management, and system improvements.
• Set up and update jobs for lump sum and time-and-material projects.
• Ensure the accuracy of price lists, employee permissions, and project databases in FieldCap.
• Troubleshoot and resolve issues related to ticketing, job setup, and data reporting.
• Coordinate with internal teams to enhance the use of FieldCap's project management and reporting modules.

Project & Purchase Order Management:

• Generate and manage purchase orders (POs) for project materials and inventory purchases.
• Track POs, ensuring accurate delivery, billing, and entry into FieldCap.
• Reconcile POs with vendor invoices to ensure proper cost allocation for each project.
• Monitor project budgets, alerting management to potential margin risks or cost overruns.

Team Leadership & Development:

• Lead, mentor, train, and develop a team of 2 to 4 staff members, with the potential for growth.
• Handle team organization, including hiring, promoting, and managing team performance.
• Foster a positive, high-performance culture within the team.
• Push back when necessary, on decisions from Branch Managers and Foremen, ensuring company standards and operational integrity are upheld.

Inventory & Billing Management:

• Oversee inventory audits for trucks and warehouses.
• Ensure accurate billing to clients by tracking inventory and managing quotes for special orders.
• Assist with monthly billing processes.

Timesheet & Payroll Coordination:

• Compile and review timesheet data from FieldCap for payroll processing.
• Work closely with the payroll department to ensure accurate employee payments.
• Manage time allocation for employees working under different legal structures (shift workers, visa rules, etc.).

Process Improvements:

• Continuously seek ways to improve processes within FieldCap, particularly regarding project management and reporting capabilities.
• Collaborate with internal teams to implement system updates that enhance operational efficiency.

Your Skills and Qualifications:

• Experience in managing purchase orders or overseeing project purchasing. A background in purchasing or procurement would be highly regarded.
• A strong technological aptitude and comfort working in a variety of systems. Experience with FieldCap or similar project management/field ticketing software would be beneficial.
• Demonstrated ability to manage multiple projects and service work simultaneously with excellent attention to detail.
• Leadership experience with the ability to mentor, train, and manage a small team.
• Assertive and able to push back on management decisions when needed.
• Process driven with strong problem-solving skills.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office Suite, especially Excel.
• Experience in oil and gas, electrical, or another industrial service environment would be beneficial. 
• Previous experience in improving or managing software systems in a fast-paced environment.
• Bachelor’s degree in business or related field would be preferred.

Working Conditions:

• This is a full-time, Monday–Friday position based in our Fort Worth office with the potential for some remote work opportunities.
• Quarterly travel to our Midland branch should be expected.