Administrative Assistant

JOB TITLE: Administrative Assistant: Field Services REPORTS TO: Field Services Director WORK MODEL: In-Person COMPENSATION: $47,840 - $58,240 annually based on experience POSITION SUMMARY: AtomTech is seeking a highly organized, detail-oriented Administrative Coordinator for our Field Services Department to provide cross-departmental administrative and operational support across the organization. This role is responsible for supporting both local and international-based administrative needs and operations. This is an administration-first role focused on execution, documentation, system accuracy and follow-through. Project management involvement is limited to administrative and ERP system support only and does not include project ownership or leadership responsibilities. Minimum Qualifications: Bachelor’s degree in Administration, Business, or 3 years of related experience preferred. Proven experience in administrative, operations support, or coordination roles. Experience working with ERP systems (i.e. Odoo). Experience with Travel Planning and Accommodations High attention to detail, documentation accuracy and process discipline. Strong organizational, follow-through and prioritization skills. High level of professionalism and discretion. Field Service Coordination (Primary) Coordinate domestic and international travel for field service personnel, including flights, lodging, ground transportation, and itineraries. Maintain constant communication with service and transportation suppliers as well as service resources on assignment. Create and manage Travel Requests (Travel REQs) following internal approval workflows. Create, update, and track Work Orders in Odoo based on approved service requests. Ensure all travel and service-related documentation is accurate, complete, and properly archived. Time & Expense Administration Collect, review and validate timesheets and expense reports from employees and contractors. Route timesheets and expense reports for customer approval , once approved internally by the Field Services Management, as needed. Deliver reviewed timesheets and expense reports to Field Services Management for timely invoicing and payroll processing. Maintain organized, auditable records of approved time and expense documentation. Provide administrative support for Odoo Resource, Project and purchasing modules including: Administrative updates to project records and task status (Work Order) Odoo Resource module database updates in coordination with the Service Manager Project and Purchasing module training and support. Communicate daily with international-based teams as required, communication with Finance, Compliance, HR and Engineering. Participate in meetings, follow-ups and written communication. Ensure clarity, accuracy and timely follow-up across teams and time zones. Occasional after hour call responsibilities for urgent matters. Maintain professionalism in all customer-facing interactions

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