Field Operations Administrator I

Job description

Overview Overview The Field Operations Administrator leads, coordinates, and supports the Field Operations team that operate and maintain the water system to efficiently provide safe and reliable service to our customers. Work Location This role is based at our Charlotte, NC Warehouse office. What We Offer Competitive Pay: $23.24 - $30.21/hr Paid Time Off: Starting at 3 weeks annually along with 11 company-paid holidays. Health and Wellness Benefits: The first day of the month after your start, you’ll have access to your health, dental, prescription and vision benefits to help you stay well. 401(k) Program with Matching Contribution: We offer a 100% match on contributions up to 4% of your salary, plus an additional 3% employer contribution. Grow With Us: Professional development opportunities through training, professional certifications, and education allowance. Additional Benefits: Other great benefits include company provided life insurance and Employee Assistance Program just to name a few. Employee Resource Groups (ERG): ERGs are voluntary employee groups that form based on shared characteristics or backgrounds and are sponsored by the organization. What You'll Do Purchasing General: Execute and refine goods and service procurement procedures that ensure that company procurement, contracts, insurance, qualification and accounts payable requirements are met, recommend vendors for addition or removal to the pre-approved list of qualified vendors, and ensure that vendors deliver quality products and services at reasonable prices. Coordinating Contractors: Coordinate contractors to perform follow up work for construction projects including but not limited AC paving and concrete replacement, landscaping repair, etc. Following up with contractors to provide invoices for work completed. Break Room and Office Supplies: Coordinate the management and ordering of supplies for the office and break room following procurement policies. Field and Safety Supplies: Coordinate the acquisition and distribution of field and safety supplies to support the activities of Field Operations personnel. Inventory Items: Placing orders for inventory components and special items required to make repairs to the water system, and performing goods receipts to ensure they register in SAP. Vendor Maintenance: Coordinating adding new vendors to approved list, including collection of requirement documentation (W-9, insurance, Diversity certification, etc.). Maintaining files of said documentation for vendors. Uniforms: Coordinating ordering or new and replacement uniforms for field operators, and administer access to lockers and deliveries from vendor. Administer ordering and distribution of other uniform items such as Customer Service Office uniforms, jackets, caps, etc. Document Management: Coordinating of filing both hard copies and electronic copies for documents associated with Field Operations departments including but not limited to work order documents, permits, break report files, inspection forms, equipment documents, vehicle inspections, drawing review for Engineering, etc. Monthly Operating Reports: Collecting data from Field Operation Departments and summarize in monthly operating reports (MS PowerPoint slides, MS Excel charts and tables) Break Report Administration: Coordinating the collection of costs related to the repair or replacement of facilities damaged by third parties (drivers, contractors, etc.). Requesting police reports from local law enforcement agencies. Requesting the preparation of invoices by Accounting and following up with third parties (including insurance providers) for payment of invoices. Forwarding payments from third parties to Accounting for recording. Permits: Applying for permits from County and City agencies to support construction activities. Supporting Field Operations Management: Performing administrative functions for managers in the department including booking travel (flights, hotels, and rental cars), making reservations for events, renewing association memberships, scheduling meetings, and completing expense reports. Process Improvement: Execute and refine quality assurance and control procedures that ensure the products and services produced by the department meet requirements. Support: Provide support to other departments as required. Enterprise Resource Planning System (ERP - SAP) Material Management (MM): Create purchase requisitions in SAP, applying the correct material and accounting codes. Communicate Purchase Order numbers to vendors for inclusion on their invoices. Complete goods receipt transactions for purchase orders where services or products are delivered. Review the open order report to determine if there are old purchase orders that require attention such as following up with vendors or performing goods receipt. Service Management (SM): Create and dispatch service order and service notifications to capture costs and labor hours for projects to support operations crews. Device Management (DM): Process meter change out transactions for individual meters changed out by the meter shop. Extract meter device data from SAP and manipulate in MSExcel to produce an inventory of installed meters by size and installation year to determine which meters are scheduled for replacement and produce a schedule for use with the bulk meter change out transaction. Perform transaction for the Bulk Meter Change-out program by running scripts to remove old meters and add new meters to the Installation on SAP. Customer Relationship Management (CRM): Providing customer contact information for field personnel for coordinating of meter testing and change out work, Lifeline inspections, and review of the number of lifeline repairs made. Supporting Automatic Meter Reading (AMR) trouble shooting. Preventative Maintenance Maintenance Planning and Scheduling: Develop, maintain and coordinate with the Mechanics a calendar and hourly based CMMS preventative and predictive maintenance program to cover all the Plants, Control Valve Stations, and Production Meters. Maintenance tasks will include the cleaning of structures and assets, the inspections of motors, pumps, wells, and electrical panels and any corrective maintenance for addressing defects. The annual lubrication of all motors and pumps. Ensure maintenance tasks are completed. Data Entry: Manage the vibration and thermography predictive maintenance data collection and trending. Track alarms, generate reports and coordinate and prioritize corrective maintenance with the Mechanics. Ensure tasks are captured, tracked and completed. Manage and track maintenance labor utilization for the purpose of improving the preventative and predictive maintenance effectiveness and the reduction of reactive maintenance. Document Support: Coordinate with the Mechanics to ensure the monthly MOR information is updated. Maintain and track files to support thermography inspections, vibration trends, cla-vals servicing, meters calibrations and Wells data. Process and archive purchase requisitions and estimates. Safety: Attend offsite and company safety classes and meetings as scheduled, ensures safety of self and others, and always puts personnel safety ahead of getting the job done. Understands and works in conformance with safe operating practices and rules. Constantly on alert for any safety hazards that may cause harm to any employee, customer, or member of the general public. Ensure that appropriate Personal Protective Equipment (PPE) is used at all times according to regulations and company policies. Ensure that all times decisions are made by the department that puts personal safety ahead of completing tasks. Other: May be assigned other work related duties by management as required. What You'll Bring Experience & Education High School diploma or equivalent required. Minimum of 1 year working in an operations environment (utility, engineering, construction, utility, manufacturing, etc.) performing administrative support and procurement functions is preferred. Other Requirements Driver’s License: Must hold a valid North Carolina driver’s license with acceptable driving record as determined by the Company’s insurance carrier. Position requires occasional travel to multiple Company offices, with occasional travel with possible overnight stays to other locations. Knowledge, Skills, & Abilities General: Must pass employee screening process, including any tests required. Must have legible hand writing, ability to perform simple and accurate arithmetic calculations, ability to understand job-related oral and written instructions. Communication: Must be able to effectively listen to the other party’s position or problem, clearly and effectively communicate verbally in person on using the telephone, in writing using email or letters, to ensure that requirements are understood by both parties and expectations such as schedule and scope are clearly defined. Must be able effectively communicate with customers to foster excellent customer relations. Supply Chain Management: Must have knowledge of supply chain principles such as identifying bottlenecks and eliminate problems in production process, quality assurance, process control, documentation, eliminating waste, minimizing cost, planning and purchasing of raw materials and energy, and managing inventories and information flow. Vehicle Operation: Continually practices defensive driving techniques in the safe operation of company vehicles. Follows all safety guidelines and rules of both the Safety and Vehicle committees. Keeps vehicle in good working order, including appearance inside and out. General Administration: Completion and timely submittal of all forms and documents related to employment, including weekly timesheets on date required to meet payroll schedules. Customer Service: Is responsible for being professional and courteous with customers. Recognizes and demonstrates favorable customer and public relations. Computer Skills: Experience with Microsoft Excel, Word, PowerPoint, Outlook and Windows Explorer is required. Nice to Have Experience using Enterprise Resource Planning (ERP) database software is preferred. Specifically, experience with SAP modules including Service Management (SM), Customer Relationship Management (CRM), Device Management (DM), Materials Management (MM) are desired. Work Environment & Physical Demands Work Environment This role is primarily office-based but may work outside and may be subjected to adverse working conditions and inclement weather. Physical Demands May be required to sit for long periods of time, must be able to walk long distances, may work long and irregular hours under demanding conditions, must be able to operate a Company passenger vehicle or pickup truck, must have adequate vision and hearing that is required to communicate with personnel in person or by telephone and may require moderate lifting and carrying up 25 pounds.