Coordinator-Division Office

Summary:

The Field Coordinator/Sr Field Coordinator is responsible for performing and overseeing a wide range of administrative activities, ensuring smooth Division office operations, supporting Division project managers and technical specialists, and assisting with Division office financial tasks.

Essential Duties and Responsibilities:

Duties may include, but are not limited to -

Administrative Support:

- Initiate new customer and vendor request in Cherryworks for vendors to be added to SAP or Apttus.

- Work with Business Partners and vendors to ensure the required documentation is obtained and supplied to business partners.

- Create Fed-ex shipments as needed.

- Participate in the Division safety program.

- Assist Division Administrative Assistant and Budget Analyst as needed.

Financial Assistance:

- Create payment for Division request for donations, annual satellite phone service, LADEQ and Tier II related expenses.

- Process all incoming vendor checks by entering them into the Treasury, Cash Management, Lockbox Check Log on the company intranet, preparing memo, backup paperwork and mailing them to the lockbox located in Irving, TX.

- Create reclassifications and submit them for approval as needed.

Employee Support and Training:

- Support employees through timesheet entry process and familiarize them with pay codes and company policies utilizing the ADP system.

- Create and reconcile monthly expense reports for Division staff, capturing employees' monthly credit card (Pcard) expenses in Concur.

- Verify coding and required documentation is attached.

- Assist with and monitor Fleet data and work with our Fleet Department to update drivers, update vehicle registrations, insurance cards, and submit for disposals of company vehicles.

Invoice and Vendor Management:

- Review, code, and submit invoices into the SAP Accounts Payable system ensuring that all charges are accurately allocated to the correct asset. If an invoice is improperly coded, a Journal Entry will be required to make corrections, following a review and confirmation with Financial Analyst.

- Utilize SAP program to process capital and O&M invoices and credit memos. Duties include:

o Determining if an invoice has a work offer number and, if so, forwarding it to Apttus for processing.

o Determining if an invoice is on a purchase order and, if so, forwarding to the purchasing group to process.

- Processing invoices includes:

o Verifying the correct vendor number and/or alternate payee number has been selected in Apttus.

o Verifying invoice amount and/or tax is correct and adding pertinent information.

o Once the invoice is approved, verify that invoice posted for payment to be released.

o Process retainage release invoices by preparing reconciliation report verifying the amount of a vendor's invoice matches the amount of retainage that was initially withheld, obtain contractor's completion affidavit from project manager and prepare required documentation to process retainage release invoices.

- Assist division personnel, corporate personnel, and vendors with various invoice and Apttus inquiries and requests which includes payment status inquiries, and Apttus timesheetmilestone inquires.

- Contact vendors to resolve billing discrepancies and ensure accurate submittal of invoices.

- Verify invoices against contracts (via Apttus) to comply with terms and rates.

Training and Continuous Improvement:

- Attend training on relevant software and programs, such as Excel, PowerPoint, Apttus, Concur, and other new tools introduced by the company.

Education and/or Experience, Knowledge, Skills & Abilities:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements for the position include:

- High school diploma or equivalent

- 0-2 years practical experience as an administrative support professional in a fast-paced work environment

- Sr Coordinator level requires 2+ years of relevant experience and a high school diploma or equivalent

- Associate or bachelor's degree in accounting, business administration, computer operations, and/or equivalent work experience in a related field is preferred.

- Experience in the energy (Natural Gas/NGL/Oil/LNG) industry is a plus

- Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word).

- Familiarity with SAP, Apttus, and other project management tools is a plus.

- Strong organizational and effective written and verbal communication skills.

- Ability to handle multiple tasks and prioritize responsibilities.

Working Conditions:

- The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.

- Normal office working conditions.

- Must be able to remain in a stationary position 50% of the time due to prolonged periods of sitting or standing.

- Occasional travel, including overnight stays, may be required due to administrative support requirements of other locations within the division.

- Occasional visits to locations which may include exposure to various materials and chemicals, as well as extreme temperature conditions and loud machinery, requiring appropriate personal protective equipment.

"An equal opportunity employer/disability/vet The Partnership is an equal opportunity employer and does not discriminate against qualified applicants on the basis of any actual or perceived legally protected characteristics under federal, state, or local law. The nature and frequency of the above working conditions and requirements may vary depending on individual operational circumstances. Where feasible, the Partnership will make reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of the job. DISCLAIMER: The statements listed in this job posting, which are subject to change, are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified. "