Administrative Assistant - Tech Services & Cellar Tech

Communicate with all departments verbally and in writing to ensure all roles are coordinated properly including administrative requirements, warehouse inventory, accounting procedures, compliance requirements and shipping functions. Collect update and submit all required Tech Service Dept. reports to the Tech Service Manager for review. File all approved reports appropriately. Keep all Tech Service department documentation current, in compliance and properly filed. Work with Quality Control to ensure that all guidelines and ISO requirements are fulfilled to meet ISO Certification. Submit requisitions for parts and services to management and forward approved documentation to purchasing. Ensure all Invoices received from outside vendors are received in JDE and promptly processed for payment. Process customer purchase orders and enter data into JDE. Relieve inventory and ship customer orders by entering data into JDE. Invoice customers using JDE, once complete, print all invoices and mail to billing address with all other supporting documentation. Practice due diligence on every order by completing the visual compliance on each customer and inputting all required compliance information (i.e., schedule B, ECCN’s, incoterms, end user, and end destination). Follow up on invoices submitted to ensure payment is received or take actions to ensure timely payment. Process Weekly/Monthly Revenue reports for Tech Services. Work with Competency in data entry and tracking of employee training/competencies. Job Description Communicate with all departments verbally and in writing to ensure all roles are coordinated properly including administrative requirements, warehouse inventory, accounting procedures, compliance requirements and shipping functions. Collect update and submit all required Tech Service Dept. reports to the Tech Service Manager for review. File all approved reports appropriately. Keep all Tech Service department documentation current, in compliance and properly filed. Work with Quality Control to ensure that all guidelines and ISO requirements are fulfilled to meet ISO Certification. Submit requisitions for parts and services to management and forward approved documentation to purchasing. Ensure all Invoices received from outside vendors are received in JDE and promptly processed for payment. Process customer purchase orders and enter data into JDE. Relieve inventory and ship customer orders by entering data into JDE. Invoice customers using JDE, once complete, print all invoices and mail to billing address with all other supporting documentation. Practice due diligence on every order by completing the visual compliance on each customer and inputting all required compliance information (i.e., schedule B, ECCN’s, incoterms, end user, and end destination). Follow up on invoices submitted to ensure payment is received or take actions to ensure timely payment. Process Weekly/Monthly Revenue reports for Tech Services. Work with Competency in data entry and tracking of employee training/competencies. Responsibilities Comply with local and global safety rules and regulations as provided by WSS and customer representatives. Ensure all required training and certifications are completed and kept up to date. Be familiar with NOV’s Travel and Business Expense Policy and file expense reports as required to keep company issued credit cards current and in good standing. Perform other related duties as directed. Note The company has the right to change and/or add to a job description if they determine that it is necessary. Qualifications High School Diploma or G.E.D. equivalent Good communication skills, must be able to speak, read and write English correctly. Familiar with Microsoft Office, JDE System, and other applications programs. Ability to prioritize and work on multiple projects. Able to work in a dynamic environment with 24 / 7 contact / availability. Willing to travel and work non-standard work hours if required. Valid Driver’s License / Clean Driving Record. #J-18808-Ljbffr NOV