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Administrative Support Specialist
2 months ago
**Job Summary**
We are seeking a highly organized and detail-oriented Administrative Support Specialist to join our team at NOV Inc. As a key member of our service operations team, you will play a critical role in supporting the Service Manager in achieving the company's growth strategies.
**Key Responsibilities**
- Process all incoming service and warranty requests in a timely and efficient manner, ensuring that all necessary information is accurately documented and communicated to the relevant stakeholders.
- Manage and maintain accurate records of service activities, including workflow planning, time management, and service technician scheduling.
- Coordinate and facilitate the generation of quotations for service exchange and repairs, ensuring that all necessary documentation is complete and up-to-date.
- Support the CRM and warranty processes, ensuring that all client interactions are handled in a professional and timely manner.
- Follow up with clients on outstanding quotations and ensure that all invoices from suppliers are accurately coded and sent to Head Office in a timely manner.
- Generate purchase orders as required for the procurement of goods and services, ensuring that all necessary documentation is complete and up-to-date.
- Administer the facilities pump hire fleet, ensuring that all records and invoicing are current and up-to-date.
- Manage the facility administration files in a systematic and organized manner.
- Generate manufacturing/shop orders as required, ensuring that all necessary documentation is complete and up-to-date.
- Manage the day-to-day requirements of commodities, ensuring that the facility functions effectively and efficiently.
- Ensure that all requests from the Finance Department for documentation pertaining to audit requirements are complete and sent in a timely manner.
- Maintain the office facilities in a clean, tidy, and respectable manner, ensuring that the working environment is safe and healthy.
- Display a level of professionalism that provides a positive working environment, adhering to all company policies and procedures.
- Comply with all company policies and procedures, including NOV OH&S processes and systems, and legislative compliance.
- Perform other administrative tasks as required, including booking stock in, dispatching orders to clients, and booking in service jobs.
**Requirements**
- High school diploma or equivalent required; post-secondary education in a related field an asset.
- Minimum 2 years of experience in an administrative support role, preferably in a service-oriented industry.
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Strong communication and interpersonal skills, with the ability to work effectively with stakeholders at all levels.
- Proficient in Microsoft Office, with experience in CRM and warranty management systems an asset.
