Administrative Assistant

The Administrative Assistant reports to the Regional Director and supports regional managers, field service supervisors, technicians, and customers by keeping billing, rig profiles, asset records, and customer information accurate and current. The role includes reviewing and processing billing promptly, checking rates and tickets, setting up and closing rig records correctly, and tracking serialized assets through resolution. It also requires following up on approvals and documentation, flagging issues that could affect revenue, margins, or DSO, and communicating early with the right people.

Qualifications

• High School diploma or equivalent
• Highly motivated, organized individual able to work effectively with minimal supervision
• Strong interpersonal, customer service, and communication skills
• Ability to multitask.
• Proficient in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)

Responsibilities

• Comply with all NOV Company and HSE policies and procedures.
• Must possess and demonstrate critical thinking skills as well as excellent organizational skills.
• Work with Accounting and Quality on all audits. Work with the credit department to set up new customers,
  update existing customers and resolve any AR issues.
• Assist with and track revenue and budgeting for the region.
• Assist the Regional Manager with reports and scheduling.
• Fill out payroll information on Kronos every Monday before 8:30 AM
• Set up new clients, vendors, and accounts as needed.
• Work closely with the field service team to ensure the accuracy of transactions and keep them up-to-date on
  changes in policies
• Prepare billing tickets as soon as needed and send them for approval and signature.
• Process signed billing tickets as soon as they are received from the field for invoicing.
• Process supplier invoices on time for payments.
• Maintain documentation for billing including scanning, filing, mailing, and maintaining needed files.
• Set up rig profiles and routinely audit the profiles for accuracy.
• Serve as the liaison between the supervisors, managers, technicians, and other company personnel. Relay
  messages and instructions.
• Type and distribute information; organize and maintain filing systems; prioritize and annotate mail.
• Organize the workplace and help keep it clean and tidy.
• Perform other work-related tasks as assigned.