Office Administrator

Career Area Business Services Your Work Shapes the World at Caterpillar Inc When you join Caterpillar you re joining 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 don t just 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 Position ObjectiveThe Field Office Coordinator position is responsible for the management and coordination of a broad range of field office activities of considerable complexity in support of the district business goals and objectives DimensionsThe Field Office Coordinator support revenue recognition by processing work orders and issuing Field Service invoice instructions Nature and ScopeThis position reports to the District Service Manager DSM and the incumbent works under only very general direction Depending on the work location the incumbent may work completely remote This position provides support to the District Manager MMS Operations Manager Field Service Supervisor FSS Customer Service Sales Reps Account Managers Regional Field Engineer RFE and Field Employees FSR by performing administrative tasks managing a wide variety of office activitiesand systems including Safety and Health aspects Work order processing system and or ERP system and identifying and resolving problems Assignments may be ambiguous and the incumbent is responsible for determining work methods and coordinating projects with others The Field Service Coordinator is responsible for prioritizing the workload and the workload of others The Field Service Coordinator provides solutions to The FOC III is responsible for prioritizing the workload and the work load of others The Field Service Coordinator provides solutions to difficult problems and conflicts and coordinates decision making responsibility in the absence of District Service Manager Responsible for overall accuracy completeness confidentiality and administrative objectives and goals may direct and monitor the work of others The Field Service Coordinator contacts external customers as well as internal Principal Accountabilities Provides logistical and administrative support for the DSM FSS Fleet Manager RFE and FSR in all office administration like correspondence presentation and travel arrangements Administer office management duties for stand-alone offices if applicable Maintain records and documentation related to HSSE such as monthly safety briefings accident investigation reports safety meeting minutes and the office first aid kit Work together with the Field Service Supervisor scheduling mobilization of Field employees advising customers and collect legal documents required by country before mobilization Track FSR training and certification submit certifications to CLMS Maintaining Work Order Processing System up to date for field employees valid medical certificates offshore certificates Fitness for Duty passports visas etc Organize offshore survival training refresher courses and medical visits for field employees Manage the Invoicing Process and follow-up on customer invoicing and purchase order prepare invoicing instructions issuing credit notes Generate and check for completeness of Field Service Invoice and submit to Finance for final review Assist Accounting with past due invoices Preparation of Interco invoicing to Finance Manage follow-up of the non billable and billable Work Orders credit hours Process Dispatch new yearly Sales Service rates to the customers Creates jobs and Work Order s in Work Order Processing System and dispatch to the Field employees processing and review after job completion check of job report signed timesheet clock report hours launch Purchase Order Check expense reports for Field employees according to Field Service Representative Guideline and Travel and Entertainment Policy before approval or is rejecting the expense reports if non- compliance or missing documents Qualifications The Field Office Coordinator III operates with a great degree of self-sufficiency under general direction of the District Service Manager The individual should have good judgment and a strong understanding of the Customer Service organization and the policies and practices of the Company The incumbent should be proficient in Microsoft Office and computer literate to learn other job specific systems such as Work Order System ERP-system HSSE Expense Report System and Intranet Website Language skills as required by the district This position requires 3 - 5 years of office experience or related administrative equivalent Candidate must be permanently based in Mumbai India This is a full time 5 days office-based position Posting Dates April 22 2025 - June 1 2025Caterpillar is an Equal Opportunity Employer EEO Not ready to apply Join our