Field Support | Medford, NJ

WE ARE GROWING and need to hire an Adminstrative/ Field Support person in MEDFORD NJ. The Quality Assurance Coordinator (QAC) provides various levels of administrative support to Field Services and Consulting. QACs support a defined group of employees largely but not entirely based on geographical location.

Position Responsibilities:
Communicate with team members by email phone and text proactively to ensure they are connected to the organization and reactively based on assigned project or field related questions or concerns.
Perform time reporting administration to ensure timesheets are correctly submitted weekly (signed and hours match Deltek time) and follow up with employees and manager to resolve discrepancies.
Review and approve employee expense submissions weekly and follow up with employees and manager to resolve discrepancies.
Update employee profiles upon completing a project and when being considered for prospective projects to ensure scope alignment and create new profiles as needed.
Arrange travel related to project mobilization and demobilization to also include occasional home visits and add travel expenses to Deltek.
Update and maintain various tracking spreadsheets logs lists and systems for the purpose of maintaining metrics deliverables consultant look-ahead training and tracking timeframes and expirations.
Maintain contractor training systems through the HazTek website and Haztek LMS System support trainee login troubleshoot issues maintain training calendars/sign in sheets send email to attendees provide client with trainee list and liaison with client to ensure their expectations are met.
Register employees for professional development (e.g. OSHA Training Institute Rutgers) as requested.
Assist with new employee onboarding by welcoming new team members explaining and showing key processes (time and expense submission) and being a resource for triaging questions and issues.
Work closely with the project managers and field people building a relationship with the two.
Reconcile Credit card activity
Data Entry

Qualifications:

-Excellent verbal communication skills Heavy phone use
-Excellent writing communication skills
-Proficient in Microsoft Office including Outlook and Excel with experience working in and maintaining spreadsheets.
-Ability to articulate ideas and thoughts with attention to detail
-Ability to operate in fast paced environment and changing priorities quickly
-Ability to balance multiple priorities to meet expected response deadlines
-Ability to portray a positive enthusiastic and energetic demeanor
-Ability to work well both independently and as part of a team
-Ability to be flexible and show patience when faced with ambiguity
-Ability to read write speak and understand the English language

-Ability to effectively manage multiple priorities while meeting tight deadlines in a fast-paced environment.
-Strong organizational and time management skills with exceptional attention to detail.

-Excellent interpersonal and communication skills with the ability to build positive working relationships across all levels of the organization.
-Update system requirements to reference LMS only
-Demonstrated ability to quickly learn and adapt to new software programs and technology.
-Strong note-taking and documentation skills to ensure accuracy and consistency.
-Quick learner with the ability to retain and apply new information efficiently.
-Excellent critical thinking and problem-solving skills with the ability to make sound decisions independently.
-Self-motivated and able to work independently while contributing to a collaborative team environment and fostering strong team relationships.
-Proficient in Microsoft Office including Outlook and Excel with experience working in and maintaining spreadsheets.
-Ability to maintain confidentiality and exercise professionalism when handling sensitive employee information.

Required Education and Experience:
High School Diploma or equivalent
Two (2) years of experience providing administrative support in a logistics or operations-based environment

Preferred Education and Experience:
Industry knowledge and technical safety background
Experience managing time reporting and expense control
Experience coordinating travel arrangements
Experience supporting a decentralized workforce

Additional Requirements:
Must be available during normal business hours Monday through Friday 8am-5pm EST
On occasion be available during non-business hours. (including weekends for any issues that arise for those traveling)

Additional Requirements:
Business Hours: Position is based on Eastern Time (8:00 AM 5:00 PM EST). Occasional overtime and weekend availability may be required to support traveling employees and business needs.

Hybrid Position: One dedicated day in the Medford NJ office and upon request.

#ZR

HazTek Safety Management is a full-service objective safety partner founded in 1997. The health safety and well-being of employees and companies is our highest priority. We offer full-time employment stability competitive benefits professional development travel diverse safety experiences management support and the added benefit of working with a network of over 375 full-time HazTek safety professionals.

At HazTek We Stand Together for Safety

We are committed to building an environment of inclusion and acceptance which values diversity across all areas of theorganization; an environmentin which all employees can contribute to the success of the business and are valued for their skills experience and unique perspectives.

Qualified applicants will receive consideration for employment without regard to race color religionsex national origin sexual orientation gender identity disability or protected veteran status.