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.

• 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.

• 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.

• 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.