Asst II Admin

Total Safety is looking for an Administrative Assistant II to join their safety-conscious team! The Administrative Assistant II provides basic administrative and clerical support typically to a department or group of professionals.

Total Safetyâis the worlds premier provider of integrated safety and compliance services and the products necessary to support them including gas detection respiratory protection safety training fire protection compliance and inspection industrial hygiene onsite emergency medical treatment/paramedics communications systems engineered systems design and materials management. Our Core Values are People Safety & Wellbeing Accountability Responsibility Empowerment Honesty Transparency and Integrity.â

Core Responsibilities

• Field Ticket Management: Create compile and adjust weekly field ticketsincluding labor travel and equipmentfor ProSv Line of Business (LOB) billing.
• Client Coordination: Communicate and coordinate with client representatives to ensure timely delivery of field tickets proper organization and return of approvals.
• Invoice Processing: Upload supporting records and documents into Salesforce for weekly invoicing; track and follow invoicing through submittal in Rental Man.
• Platform Navigation: Operate across multiple client systems (e.g. Coupa Track) to facilitate smooth Accounts Payable (AP) processing.
• Information Management: Manage and prioritize multiple email inboxes updating workflows proactively to align with fast-paced and evolving project demands.
• Data & Reporting: Utilize Excel spreadsheets for tracking reconciliation and reporting with accuracy and efficiency.
• Problem-Solving: Identify potential billing or process issues early propose solutions and ensure timely resolution.
• Contract Compliance: Maintain detailed understanding of project contracts ensuring field tickets and invoices align with established contract rates and billing structures.
• Reconciliation: Perform reconciliation of disbursement receipts in alignment with company policies and client requirements.

Additional Duties

• Serve as back-up for coordinating flight and lodging arrangements for offshore medical staff.
• Process TPT expense reports within Rental Man.

Required Skills & Competencies

• Strong organizational skills with keen attention to detail.
• Proficiency in Salesforce Rental Man and client AP platforms (Coupa Track).
• Advanced Excel skills for data tracking reconciliation and reporting.
• Ability to manage competing priorities and adapt to shifting project requirements.
• Effective communication skills for internal coordination and client interaction.
• Strong problem-solving skills with action-oriented follow-through.

Medical experience EMT MED Tech etc. a plus.

Total Safety and its subsidiaries afford equal opportunity in employment to all individuals regardless of race color religion sex age national origin pregnancy familial status disability status veteran status citizenship status genetic information or any other characteristic protected under Federal State or Local law. Total Safety is an Equal Opportunity Employer.ââ