Administrative Assistant, Operations & 3rd Party
USA Compression Partners, LP, (NYSE: USAC) provides mission-critical natural gas compression services to large upstream and midstream energy companies. We are an operations-centric, technology-driven employer with 800+ employees in 18 states across the US. We owe our success to the quality of our employees, our strong commitment to safety, and our superior service to customers.
Key Business Objectives:
The Administrative Assistant position is responsible for ensuring accurate and timely reporting of field service reports, planning training and company events for operations team, and assisting with resource planning systems and projects to support field operations activities.
Duties and Responsibilities:
In conjunction with 3rd Party Service Managers, review and approve field service reports which have been submitted by Service Technicians. Ensure time is reflected accurately for work performed, and all required fields have been accurately completed.
Train new employees on data entry of service reports and time management.
Enter and edit service reports in UDB
Assist IT Dept. with troubleshooting of FSA (Service Report system) as required.
Review Service Technician parts transactions to ensure the parts system is updated accurately
Coordinate with preferred vendors to provide resources (ie. cell phone, air card, uniforms, etc.) that support operations' daily activities
Provide various training to operations staff (i.e. parts transactions, service reporting, etc.)
Assist operations management in planning training or company events as required.
Provide reports in various formats as required to support short-term and long-term objectives
Create reports for customers as required.
Create and maintain user accounts within the parts management system
Ensure unit files are maintained and organized
Maintain oil sample database reporting and manage user accounts
Ensure the office area is organized and the office equipment is properly maintained
Approve, deny, and code invoices in DocStar for regions
Audit, open, and close retail work orders daily
Update financials on open work orders
Conduct 3rd party analysis by customer
Analyze 3rd party parts and service P&L
Correspond with technicians about current jobs and work orders
Provide markup totals on parts quotes
Set up vendors and customers by communicating with them, obtaining all required documents, and submit appropriate documentation for approval
Submit invoices to AP to close out Pos
Close out work orders in UDB, fill out the detail sheet and invoice request, and submit to Accounts Receivable
Assign new hires their uniforms, work vehicles, and update the vehicle log.
Audit core tracker, update billing notes once a job has been submitted for invoicing.
Maintain 3rd party catalog.
Provide support or lead miscellaneous projects to achieve company goals as required.
Any other duties or responsibilities as assigned by the supervisor.
Full-time hourly position.
Skills/Capabilities and Education:
High School diploma or equivalent required
Two to five years of relevant work experience
Proficient in MS Office in Microsoft Word, Excel, Access, PowerPoint and Outlook.
Customer service oriented
Strong verbal, written, and interpersonal communication skills
Ability to understand written and verbal communication from the company and supervisor including training, procedures, instructions, etc.
Ability to problem solve
Knowledge of general accounting practices
Strong clerical and organizational skills
Ability to create effective and concise reports
Excellent numerical perception
Ability to work independently and with a team
Applicant must have the ability to legally work in the U.S.
Working Conditions:
Office environment
Lifting up to 25 lbs occasionally
Working extended hours as required in emergencies, on projects or outages.
Dynamic, fast-paced, demanding environment.
The incumbent spends the majority of time sitting or standing in a comfortable position with ample opportunity to move about.
All interaction must be dealt with in a courteous and professional manner.
An equal opportunity employer/disability/vet
Energy Transfer is an equal opportunity employer and does not discriminate against qualified applicants on the basis of actual or perceived race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, pregnancy, veteran status, genetic information, citizenship status, or any other basis prohibited by law.
The nature and frequency of the above working conditions and requirements may vary depending on individual operational circumstances. Where feasible, the Partnership will make reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of the job.
DISCLAIMER: The statements listed in this job posting, which are subject to change, are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.