Field Service Administrator

Job Purpose

Performs routine, administrative, and general office duties such as document processing, record keeping, and report compilation, requiring analysis and knowledge of procedures

You are meant for this job if:

1. REQUIRED KNOWLEDGE/FORMAL EDUCATION:

• Professional diploma in the discipline with a minimum 2 years of experience  or 5 years of practical administrative experience Work experience can compensate for lack of formal Education
• Understanding of general financial process of invoice submission and cash collection

2. REQUIRED EXPERIENCE:
   • 3-5 years of administrative experience in a customer services environment

3. REQUIRED CERTIFICATE(S):
   • None

4. REQUIRED INTERPERSONAL SKILLS:
   • Strong communication and interpersonal skills.
   • Excellent organizational and time-management abilities.
   • Attention to detail and accuracy.
   • Ability to prioritize and manage multiple tasks.
   • Strong coordination and follow-up skills.
   • Customer-focused and service-oriented approach.
   • Ability to work independently and within a team.
   • Professionalism and confidentiality in handling sensitive information

5. REQUIRED TECHNICAL SKILLS AND/OR PROBLEM-SOLVING SKILLS:
   • Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
   • Experience with ERP and service management systems (SAP, ServiceMax, Ariba preferred).
   • Strong data entry, reporting, and document management skills.
   • Ability to analyze information, identify discrepancies, and resolve routine issues.
   • Attention to detail and accuracy in processing work orders, quotations, and financial transactions.

6. REQUIRED MANAGERIAL SKILLS
   • Ability to coordinate activities across multiple stakeholders and departments.
   • Strong planning, prioritization, and workload management skills.
   • Ability to manage competing deadlines and follow through on commitments.
   • Demonstrates initiative, accountability, and sound judgment.
   • Effective coordination and follow-up skills to ensure timely completion of tasks and actions.

Job Description

• Manage and coordinate Service Work Orders, ensuring accurate creation, processing, documentation, and closure in accordance with company procedures.
• Oversee the Corrective Work Order (CWO) process, monitoring aging reports, driving timely follow-up actions, and ensuring closure of outstanding work orders.
• Maintain and administer service operational data and records across SAP, ServiceMax, Ariba, and other business systems to ensure data accuracy and compliance.
• Support service operations by preparing reports, analyses, and performance metrics to facilitate decision-making and operational efficiency.
• Ensure service documentation packages are complete, validated, approved, and archived in accordance with customer and company requirements.
• Coordinate administrative activities related to service delivery, including procurement requests, quotations, travel arrangements, meetings, and communication with internal and external stakeholders.
• Maintain organized records and tracking systems to ensure efficient retrieval of information and timely follow-up of pending actions.
• Maintain and manage Release Orders (ROs), including document compilation and routing through the assigned project engineer for approval.
• Create and maintain well location records in ServiceMax.
• Generate purchasing requisitions and support procurement activities for projects as required.
• Administer service quotations and related transactions within SAP.
• Validate CWO packages are fully completed, obtain required approvals, and process final export and closure.
• Monitor open CWOs and aging reports, engage stakeholders on overdue items, and drive timely resolution and closure.
• Prepare routine and ad hoc reports by gathering and analyzing information from multiple internal and external sources.
• Assemble, compile, and maintain operational data, records, correspondence, and documentation.
• Coordinate meetings, appointments, travel arrangements, and related logistics for the Service team.
• Serve as a point of contact for employees, suppliers, vendors, and customers by responding to routine inquiries and directing requests appropriately.
• Organize and maintain filing systems, ensuring timely follow-up on outstanding actions and pending matters.
• Support the flow of work through the Service organization by coordinating communications and administrative activities between departments and stakeholders.
• Administer and coordinate the Field Service Technician (FST) bonus claim process, ensuring submissions are reviewed for accuracy, supporting documentation is complete, approvals are obtained, and payments are processed in accordance with company policy.

Skills

Leadership Competencies