Field Service Administrator

Reports to: Manager – Field Service

Cooperates with: Engineering, Accounting, Production, Sales, Field Services

Primary Responsibility: The Field Service Administrator will be responsible for providing administrative, documentation, and data management support to the Field Services team. This role ensures the accuracy, completeness, organization, and timely processing of service-related records throughout the service and commissioning lifecycle, including service workbooks, equipment tracking, commissioning books, and other required documentation.

Specific Duties and Responsibilities:

• Review, verify, and process service workbooks for completeness, accuracy, and compliance with company standards.
• Perform quality checks on documentation prior to customer delivery to ensure consistency and professionalism.
• Manage the flow of Field Service documentation to ensure timely submission, review, and archival.
• Assist Field Service Supervisors and Managers with administrative preparation of service-related documentation.
• Maintain digital filing systems for Field Service records, ensuring version control and traceability.
• Coordinate with Project Management to align service documentation with project requirements.
• Support Field Service Technicians by providing guidance on documentation standards and submission requirements.
• Generate reports and summaries related to service activity, equipment status, and documentation metrics.
• Assist with internal audits and record requests related to service and commissioning documentation.
• Participate in internal meetings as required and provide documentation-related updates.
• Monitor and manage the Field Service Hotline. Disperse calls as needed based on requests.
• Coordinate and support monthly inventory counts for Field Service work trucks in collaboration with technicians, maintaining accurate inventory records and resolving discrepancies as needed.
• Maintain documentation and track maintenance activities for the Field Service work truck fleet to ensure accuracy, compliance, and operational readiness.
• Manage all aspects of handheld analyzer assets, including tracking, maintenance, calibration, and documentation to ensure compliance and operational readiness.
• Other administrative duties as assigned.

Qualifications:

• Excellent verbal and written communication skills.
• Strong clerical and organizational skills.
• Ability to manage multiple tasks simultaneously while maintaining accuracy.
• Ability to prioritize administrative tasks by urgency and importance.
• Proficiency with Windows and MS Office applications (Word, Excel, PowerPoint, Outlook, Teams).
• Highly organized and detail-oriented while able to understand the "big picture."
• 1-4 years of prior administrative or equivalent experience, or a combination of education and demonstrated knowledge, skills, and abilities.
• Prior experience using Salesforce is preferred.