Administrative Specialist, ( 24-9701)
Description
About GE Vernova
GE Vernova is a planned, purpose-built global energy company that includes Power, Wind, and Electrification businesses and is supported by its accelerator businesses of Advanced Research, Consulting Services, and Financial Services. Building on over 130 years of experience tackling the world’s challenges, GE Vernova is uniquely positioned to help lead the energy transition by continuing to electrify the world while simultaneously working to decarbonize it. GE Vernova helps customers power economies and deliver electricity that is vital to health, safety, security, and improved quality of life. GE Vernova is headquartered in Cambridge, Massachusetts, U.S., with more than 80,000 employees across 100+ countries around the world.
GE Vernova’s Gas Power business engineers advanced, efficient natural gas-powered technologies and services, along with decarbonization solutions that aim to help electrify a lower carbon future. As part of the Gas Power One Field Services team, FieldCore installs, maintains and upgrades power generation equipment, enabling operators of the world’s energy infrastructure to provide more reliable and affordable energy.
Job Summary:
The Administrative Specialist will be responsible for coordinating and managing all applicable and delegated administrative activities and tasks on site, including but not limited to the office infrastructure, office equipment, assistance to site personnel, cleaning services coordination, interfacing with local agents and site purchasing, and maintaining financial records and files. Will collect, analyze, and process all time sheets, and obtain required daily documentation/confirmation of work performed. Will collaborate with the Business partners and site personnel to assure all work hours are complied. Work is clerical in nature and organizational skills are critical.
Essential Duties & Responsibilities:
- Work closely with Service Manager, and site managers to assure all work hours and tasks are complied
- Support site procurement
- Arrange accommodation and travel for expatriate staff and site management team
- Support Immigration on corporate documents, obtain signatories, supply fight ticket bookings and accommodation bookings for visa application purposes as required
- Understand local authorities’ on site requirements and ensure compliance in coordination with the Service Manager
- Run scheduled, and ad hoc reports as required for operations team.
- Obtain required daily documentation/confirmation and correspondence of work performed
- Collect all time sheets or crews and process them through the appropriate approval process
- Maintain files, records, and calendars and schedule appointments to maximize organizational efficiency
- Tracks and reconciles all site financial transactions on an ongoing basis as well maintain and administer the site petty cash float as per procedure
- Records orders for merchandise or service
- Obtains and disseminates information regarding all personnel matters to employees
- Opens and routes incoming mail, answers correspondence, and prepares outgoing mail
- Prepares and submits monthly billing summaries as required
- Prepares, documents and arranges transportation for all equipment and material being shipped from the warehouse
- Inventories administrative supplies and reorders as necessary, including purchase orders and good receipts
- Ability and willingness to work holidays, weekends and overtime as required by field assignments
- Support company events, conferences and/or training events
- May be assigned other duties to help proactively drive our FieldCore vision and align with our organization’s core values
Required Qualifications & Experience:
- High School Diploma or equivalent
- 2+ years of experience in Administrative role or related industries
- Able to connect and communicate across all level of site personnel and internal colleagues/stakeholders.
- Fluent and proficient in both spoken and written English
Desired Characteristics:
- Microsoft Office Skills, including Outlook, Word, Excel, and Access
- Ability to multi-task, detail-oriented and organized, with high degree of attention to detail and accuracy within time constraints
- Able to work in a fast-paced, constantly changing environment
- Ability to work independently and/or lead teams
- Excellent customer, communication, and interpersonal skills
- Strong organizational skills
- Additional languages
FieldCore is an equal employment opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, status as a qualified individual with a disability, marital status, pregnancy, sexual orientation, ancestry, genetic information, gender identity, or any other characteristic protected by law
FieldCore is an equal employment opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, status as a qualified individual with a disability, marital status, pregnancy, sexual orientation, ancestry, genetic information, gender identity, or any other characteristic protected by law