Field Office Coordinator

Career Area:

Business Support Services

Job Description:

Your Work Shapes the World at Caterpillar Inc.

When you join Caterpillar, you're joining a global team who cares not just about the work we do - but also about each other. We are the makers, problem solvers, and future world builders who are creating stronger, more sustainable communities.

We don't just talk about progress and innovation here - we make it happen, with our customers, where we work and live. Together, we are building a better world, so we can all enjoy living in it.

Job Purpose

The Field Office Coordinator position is responsible for the management and coordination of a broad range of field office activities of considerable complexity, in support of the district business goals and objectives. Dimensions

The FOC III support revenue recognition by processing work orders and issuing Field Service invoice instructions.

Nature and Scope

This position reports to the District Service Manager (DSM)/Machinery Management Services (MMS) Operations Manager and the incumbent works under only very general direction. Depending on the work location the incumbent may work completely remote.

This position provides support to the District Manager, MMS Operations Manager, Field Service Supervisor (FSS), Customer Service Sales Reps, Account Managers, Regional Field Engineer (RFE) and Field Employees (FSR) by performing administrative tasks, managing a wide variety of office activities and systems, including Safety and Health aspects, Work order processing system and/or ERP system and identifying and resolving problems.

Assignments may be ambiguous and the incumbent is responsible for determining work methods and coordinating projects with others. The FOC III is responsible for prioritizing the workload and the work load of others. The FOC III provides solutions to difficult problems and conflicts and coordinates decision making responsibility in the absence of District Service Manager.

Responsible for overall accuracy, completeness, confidentiality and administrative objectives and goals; may direct and monitor the work of others. The FOC III contacts external customers, as well as internal.

Principal Accountabilities

Provides logistical and administrative support for the DSM, FSS, Fleet Manager, RFE and FSR in all office administration like correspondence, presentation and travel arrangements.

Administer office management duties for stand-alone offices (if applicable). Maintain records and documentation related to HSSE, such as monthly safety briefings, accident investigation reports, safety meeting minutes and the office first aid kit

Work together with the Field Service Supervisor (scheduling & mobilization of Field employees, advising customers) and collect legal documents required by country before mobilization

Track FSR training and certification, submit certifications to CLMS. Maintaining Work Order Processing System up to date for field employee's valid medical certificates, offshore certificates, Fitness for Duty, passports, visas, etc.

Organize offshore survival training, refresher courses and medical visits for field employees.

Manage the Invoicing Process and follow-up on customer invoicing and purchase order, prepare invoicing instructions, issuing credit notes. Generate and check for completeness of Field Service Invoice and submit to Finance for final review.

Assist Accounting with past due invoices. Preparation of Interco invoicing to Finance. Manage, follow-up of the non billable and billable Work Orders (credit hours) Process. Dispatch new yearly Sales Service rates to the customers.

Creates jobs and Work Order's in Work Order Processing System and dispatch to the Field employees, processing and review after job completion (check of job report, signed timesheet, clock report hours, launch Purchase Order).

Check expense reports for Field employees according to Field Service Representative Guideline and Travel and Entertainment Policy, before approval or is rejecting the expense reports if non-compliance or missing documents.

Qualifications

The Field Office Coordinator III operates with a great degree of self-sufficiency under general direction of the District Service Manager. The individual should have good judgment, and a strong understanding of the Customer Service organization and the policies and practices of the Company.

The incumbent should be proficient in Microsoft Office and computer literate to learn other job specific systems such as Work Order System ERP-system HSSE, Expense Report System and Intranet Website. Language skills as required by the district.

This position requires 3 - 5 years of office experience or related administrative equivalent.

Posting Dates:

June 13, 2024 - June 27, 2024

Caterpillar is an Equal Opportunity Employer (EEO).

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