Office Assistant
Job Summary
Provide administrative and operational support to the Field Service Manager and field operations team. This position will assist with daily office tasks, scheduling support, employee communication, document tracking, filing, data entry, report preparation, travel/hotel coordination, and other duties needed to support field operations.
Essential Functions
- Assist Field Service Manager with daily administrative and operational tasks.
- Help track employee paperwork, training records, and required documents.
- Assist with scheduling, crew change coordination, hotel arrangements, and travel support.
- Communicate with employees regarding schedules, paperwork, PPE, coveralls, and other work-related needs.
- Enter and maintain accurate information in company systems, spreadsheets, and files.
- Prepare, organize, and distribute reports as needed.
- Assist with purchase requests, receipts, invoices, and basic office documentation.
- Answer phone calls, emails, and employee questions in a professional manner.
- Maintain organized records for field operations.
- Communicate issues, delays, or concerns to the Field Service Manager when necessary.
- Perform all other basic office and administrative duties as assigned.
Knowledge, Skills, Abilities and Other Characteristics
- High school diploma or equivalent required; business or administrative experience preferred.
- Strong data entry and computer skills.
- Working knowledge of Microsoft Excel, Word, Outlook, and PowerPoint.
- Strong organizational skills and attention to detail.
- Ability to prioritize tasks and follow through to completion.
- Ability to communicate professionally with field employees, supervisors, vendors, and management.
- Must be dependable, flexible, and able to handle changing priorities.
- Maintains confidentiality with employee and company information.
- Demonstrates a positive attitude and willingness to assist others.
- Keeps manager informed about progress, problems, and urgent matters.
- Works well with others in a fast-paced environment.
- Makes ethical decisions and represents the company professionally.
And any other duties needed to help drive our Vision, fulfill our Mission, and abide by our Organization’s Values.
Necessary Physical Abilities to Perform Essential Job Functions
Safety of our employees is a key priority of Horizontal, thus the company must ensure that applicants are physically able to perform certain essential functions of the Office Assistant. Applicants should be able to physically perform the following activities (or be able to perform these activities with a reasonable accommodation):
- Routinely lift and/or move up to 10 pounds
- Sit, speak, or listen actively for extended periods of time
- Possess full use of both hands in order to feel or manipulate objects, tools or controls
- Perform an extended reach with arms in order to manipulate objects, tools or controls
- Walk short distances, sometimes over uneven terrain
- Perform manual work requiring periods of extensive physical exertion, sometimes under extreme weather conditions.
