Field Office Coordinator (Admin Executive)

Career Area:

Job Description:

Your Work Shapes the World at Caterpillar Inc.

When you join Caterpillar yourejoining a global team who cares not just about the work we do but also about each other. We are the makers problem solvers and future world builders who are creating stronger more sustainable communities. We dontjust talk about progress and innovation here we make it happen with our customers where we work and live. Together we are building a better world so we can all enjoy living in it.

Role Definition

Provides administrative support and coordination activities for field offices.

Responsibilities
Administration of Field Service Representatives with respect to work order processing from deployment to invoicing.
Purchasing office supplies equipment and other items as required.
Organizing trainings medical visits meetings and conferences (regional meetings customer meetings technical conferences).
Facilitating domestic and international travel arrangements; assisting in payments expense processing and purchasing card reconciliation.
Assist the District Service Manager with budget tracking and tasks submitting A/R requests as needed.

Degree Requirement
Degree or equivalent experience desired

Skill Descriptors

Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.

Level Basic Understanding:
Explains the importance of accuracy in own function or unit.
Identifies tasks or outputs that require accuracy and detail-level attention.
Identifies the procedures for making sure that results are mistake-free.
Describes consequences of errors within own unit or function.

Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.

Level Working Knowledge:
Demonstrates experience participating in productive collaborative processes.
Under guidance initiates collaborative meetings.
Assists in communicating shared goals with diverse groups and parties.
Helps promote collaboration across generations functions regions and levels.
Helps solve business problems and meet business goals through collaborative processes.

Effective Communications: Understanding of effective communication concepts tools and techniques; ability to effectively transmit receive and accurately interpret ideas information and needs through the application of appropriate communication behaviors.

Level Basic Understanding:
Describes non-verbal behaviors that influence the interpretation of the message.
Cites examples of effective and ineffective communications.
Explains the importance of effective business communication.
Speaks/writes using correct language mechanics and gestures.

Flexibility and Adaptability: Knowledge of successful approaches and techniques for dealing with change; ability to adapt to a changing environment and be comfortable with change.

Level Basic Understanding:
Explains the perspective that change is inevitable.
Seeks value in new ways of doing things.
Easily copes with day-to-day frustrations adversities and uncertainties.
Provides examples of flexible and inflexible behavior in the face of change.

Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives projects groups or activities making effective judgments as to prioritizing and time allocation.

Level Basic Understanding:
Explains basic concepts of time and priority management.
Seeks guidance in detecting and addressing priority conflicts.
States own business priorities.
Describes team or unit priorities.

Office Administration: Knowledge of office administration activities; ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.

Level Working Knowledge:
Arranges meetings schedules rooms equipment refreshments etc.
Operates and maintains standard office equipment such as copiers faxes phones.
Distributes internal and external correspondence to appropriate recipients.
Coordinates travel arrangements and expense reimbursements.
Orders stocks and distributes office supplies.

Accounts Receivable (A-R): Knowledge of an organizations billing requirements; ability to utilize the proper tools and follow accounts receivable practices and procedures.

Level Basic Understanding:
Lists the basic concepts of accounts receivable.
Describes the basic steps and tools for maintaining accounts receivable information.
Reads and interprets basic accounts receivable reports.
Explains the purpose content and distribution of standard A-R reports.

Purchasing Tasks and Activities: Knowledge of policies regulations and processes of purchasing; ability to use practices and procedures for procurement of materials components equipment and services.

Level Working Knowledge:
Records documents of purchasing tasks and activities such as orders bidding.
Uses available procurement systems and tools.
Ensures compliance with procurement regulations and contract specifications.
Works with basic purchasing related tasks and activities.
Adheres to various requirements and steps of the procurement process.

This Job Description is intended as a general guide to the job duties for this position and is intended for the purpose of establishing the specific salary grade. It is not designed to contain or be interpreted as an exhaustive summary of all responsibilities duties and effort required of employees assigned to this job. At the discretion of management this description may be changed at any time to address the evolving needs of the organization. It is expressly not intended to be a comprehensive list of essential job functions as that term is defined by the Americans with Disabilities Act.

Posting Dates:

Caterpillar is an Equal Opportunity Employer. Qualified applicants of any age are encouraged to apply

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