Administrative/Payroll/Field Service Support

About the role

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.
• 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

Schedule

• 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)
• 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

Pay

$50,000-$55,000

Additional Requirements

Local Only - No travel, per diem or relocation is offered for this opportunity