Overview / Responsibilities
Wood is seeking an experienced Operations Coordinator to join their Commissioning Team in Houston.
The Senior Commissioning Coordinator is Responsible for the below activities and reports directly to the Operations Manager and Business VP on a weekly basis.
PRIMARY FUNCTIONS: Providing coordination and business process support to ensure that company services are delivered in an effective and efficient manner.
CRITICAL SAFETY RESPONSIBILITIES: Be responsible for understanding and executing Wood’s Safety Policies and Procedures throughout all phases of the project. Personal safety awareness and team safety awareness are necessary.
RESPONSIBILITIES: Assist and support Senior Commissioning Coordinator as well as below duties and activities.
General:
- Assist in the planning and preparation of meetings, conferences, and conference telephone calls.
- Interface with other departments.
- Perform other related duties as required.
- Must be honest and trustworthy, respectful, possess cultural awareness and sensitivity, flexible, and with sound work ethics
Onboarding/New Hire:
- Confirm and follow up new hires onboarding process (I-9, red carpet) with Woods EPSC group
- Support new-hire onboarding IT process – IT accounts, Laptop and software installation/function
- Provide Voyager access details to new hires and confirm access
- Provide new hires all project onboarding information for expenses
- Uniform, travel and general instructions orientation (benefits, timesheets, etc)
Payroll:
- Track self-service time entries in Voyager for each employee per week
- Submit excel timesheets from the field to timekeeper for entry.
- Interface with employees about time entered incorrectly or changes to project/tasks
- Confirm any payrate changes have made it into Voyager once submitted in Oracle People
- Track terminated employees until fully terminated in system so that auto-populated timesheets are cleared when necessary
- Field questions from employees about issues with pay stubs, deductions, direct deposit changes
Expenses:
- Interface with employees to confirm per diem and/or travel receipts
- Generate expense coversheet for client approval weekly if required on the project
- Enter expense reports into Voyager and track the approval flow
- Send list of the expense reports pending audit by AP to the AP clerks for review
Project Support:
- Generate and maintain timesheet templates for managers to fill in.
- Generate the PDF of timesheets for any self-service employees to get client approval, weekly or monthly, follow up on the signed copies regularly until received.
- Field materials requests, get quotes, request client approval and purchase via PO or P-Card – interface with vendor for order status and shipping details, and final invoice
- Maintain cost control spreadsheets by adding in each week’s time and expenses and updating it with any new POs or funds
- Maintain rented vehicle maintenance history, fuel spend, and insurance cards
Billing:
- Run reports and work with Voyager team to maintain billing schedule and labor/non-labor schedule updates
- Interface with Biller in FSC to request invoices be generated for specific billing periods
- Compile final invoice top pages with signed back-up and submit to client’s AR system
- Interface with client’s AR system to confirm receipt of invoices and payment status
Supply Chain:
- Generate POs or pay by P-Card for any materials requested that are approved.
- Review and Code/Receipt invoices from vendors and submit to ap.metadata email for processing
- Track AP invoice entry to be sure it is entered, note scheduled pay date, and track payments each week against list of invoices submitted to AP
- Field vendor AR reps’s questions on invoice payment status
- Interface with new vendors if not already available in the system to complete New Supplier form
Training:
- Track Certifications/Trainings (TWIC, HUET, etc.) expiration dates for projects in yard or offshore phase
- Schedule training when needed, coordinate and liaise with employee to confirm training is completed
Skills / Qualifications
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required.
Knowledge of:
- Project administration processes
- Must have proficient knowledge in office administration and relevant policies and procedures.
- Must demonstrate skills in team building, analytical and problem-solving skills, decision making skills, effective verbal and listening communications skills
- Computer skills including the ability to operate MS Word, Excel, Power Point, and Outlook at a highly proficient level, stress management skills, time management skills, ability in handling multiple tasks at the same time. Proficiency in MS Visio and Adobe Acrobat is an advantage
Education and Experience:
- Must have 5 years job related
- Degree in Business Administration, Public Administration, or related field preferred
Company Overview
Wood is a global leader in engineering and consultancy across energy and the built environment, helping to unlock solutions to some of the world’s most critical challenges. We provide consulting, projects and operations solutions in more than 60 countries, employing around 40,000 people. www.woodplc.com
Diversity Statement
We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.
