Administrative Assistant - job 1 of 3

The Administrative Assistant will work with a sense of urgency to assist customers, vendors and all NOV personnel with document/spreadsheet creation and paperwork processing. This position will be responsible for the accurate and timely submission of invoices to meet Team and corporate deadlines. Monthly financial reporting and tracking aged customer accounts will be required. Reports to the Plant Manager.

Responsibilities:

• Responsible for the pricing of repair and service work in GOLD/JDE.
• Email quotes/job confirmations to the customer for approvals and obtain the necessary documents for payment from the customer ( PO’s, rig stamps, etc ) before the job begins.
• Maintains a list customer field contacts and understands customer contracted pricing agreements.
• Communicates with sales and others regarding aged open orders requiring field signatures or PO’s to complete invoicing.
• Responsible for AR completion/invoicing and process according to customer requirements for payment.
• Submit corporate paperwork to approve new AR customers and maintains customer tax exemption certificates.
• Contacts customers for payment status of past due accounts.
• Track employee PTO and prepare employee timecards in Kronos.
• Records keeping and filing for AR, AP, HSE and Timekeeping.
• Participate in the upkeep/cleanliness of the office building.
• Document creation in Excel and Word for Management.
• Operation of the phone system and routing incoming calls to the appropriate party.
• Comply with all NOV Company, HSE and QTS policies and procedures.
• All other job tasks specified by the Plant Manager or Area Manager.
  

Facility Specific Responsibilities:

• Understands business concepts and terminology.
• Assists with revenue related financial reports and Unbilled schedules.
  

Qualifications/Requirements:

• High school diploma required, and customer service or business experience preferred.
• The Administrative Assistant must be proficient with the Microsoft Office suite, particularly Excel, Word, Outlook and Teams.
• Ability to work as a positive and engaged team member.
• Must be able to operate the multi- line phone system.
• Must have a pleasant phone personality and good verbal and email communication skills.
• Strong attention to detail and accurate typing capabilities.