Field Administrative Coordinator

General Job Description:

Under the general direction of the General Service Manager, this position will be responsible for performing administrative functions for the Service Operations and Field Service Departments. In the service of these internal customers, the responsibilities will include answering telephones, compiling and typing reports & correspondences, assembling & distributing field safety meeting agendas, orientating new Union Field Service personnel and processing outgoing Union Field Service personnel. This is a customer service position serving both our external customers & your internal customers.

Supervises: N/A

Essential Duties & Responsibilities:

• General clerical duties including filing, typing, scanning, photocopying, faxing, sorting and distributing incoming mail, facsimiles, etc.
• Send and receive correspondence via U.S. mail, Tricor, messenger, U.P.S., Federal Express, etc.
• Assist with the scheduling of meeting spaces as well as ordering lunches or other needed preparation activities for meetings, as needed.
• Coordinate travel arrangements for various Service Department personnel including hotel reservations as needed.
• Process union service personnel paperwork & maintain personnel files 
• Initiate background checks for all new hires, follow up w/HR for clearance
• Assemble new hire packets, conduct new hire orientation of Union Field Service personnel
• Process new hire packet including verifying authorization to work in the U.S. (E-verify) and distribute paperwork to the appropriate departments.
• Assemble and maintain current documentation for the MSD Field Procedure Manual. 
• Create and process employee Personnel Action Forms (PAF)
• Correspond with Payroll department to process new hire paperwork, exiting employee paperwork
• Handle and maintain personal employee information in a professional and confidential manner
• Update employee personnel files as needed to track attendance at tailgate Safety meetings. Update sheets / monthly / keep Book up to date / to all ACCO offices-each area
• Maintain EPA cards on file for all service union employees (both soft and hard copies)
• Process Employee Referral Bonus requests; obtain proper signatures before routing to HR Department for processing.
• Maintaining Resumes of all Supervisors & key areas
• Maintain MSG technician list on Google Docs
• Maintain technician address list and emergency contact information
• Entering all new technicians (SoCal, NV, ID) & Route changes into Wennsoft (updating of PayCodes)
• Compile Personnel Action Form (PAF) annual increases per CBA and send to appropriate dept. heads for approval before submitting to Payroll Dept. (PAF increases each September for all Local 250 & Local 230 & Local 460)
• Prepare and distribute reports, general correspondence and department memos.
• Preparation & distribution of monthly Safety Meeting agendas. 
• Compile and distribute Monthly Headcount Report to Service Management Team; utilize the service operations system (WENNSOFT) to input & retrieve information and set up new Union Field Service Personnel. Track non-union hires to update monthly headcount report as needed.
• Complete registration of field personnel for training/classes, including submitting & tracking Training Vouchers to the JJATC for approval.
• Accurately track JJATC Voucher Requests for Reimbursement
• Maintaining Certificates of Completion in personnel files
• Order Business Cards for all MSG technicians, sales, project engineers & management (Los Angeles & San Diego & Bakersfield)
• Address Technician telecom issues, process upgrades, replacement, repair requests. 
• Maintain Google contact lists
• Import contacts into each new hire’s cell phone
• Create and maintain Vacation Spreadsheet
• Track technician requests and vacation schedules (begin every December, send out Memo & Request forms to each current tech)
• Maintain MSG Technician vehicle report
• Vehicle list / swaps / tags / Nextraq
• Process Certificates of Insurance (COI’s) 
• Process COI renewals annually (Renewal process begins July w/cancellati