Field Office coordinator

Career Area:

Job Description:

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.

Required: Candidates must belong to CATEGORIE PROTETTE as per art.18 Legge n. 68/1999

LIVING CURRENTLY IN PARMA OR SURROUNDINGS

5 DAYS AT THE OFFICE

Role Definition:

Provides administrative support and coordination activities for field offices.

Responsibilities:

•    Administration of Field Service Representatives with respect to work order processing from deployment to invoicing.

•    Purchasing office supplies, equipment, and other items as required.

•    Organizing trainings, medical visits, meetings and conferences (regional meetings, customer meetings, technical conferences).

•    Facilitating domestic and international travel arrangements; assisting in payments, expense processing, and purchasing card reconciliation.

•    Assist the District Service Manager with budget tracking and tasks, submitting A/R requests as needed.

Languages: Candidates must be proficient in both Italian and English

Skill Descriptors:
Accuracy and Attention to Detail: Understanding the necessity and value of accuracy; ability to complete tasks with high levels of precision.
Level Working Knowledge: 

•    Accurately gauges the impact and cost of errors, omissions, and oversights.

•    Utilizes specific approaches and tools for checking and cross-checking outputs.

•    Processes limited amounts of detailed information with good accuracy.

•    Learns from mistakes and applies lessons learned.

•    Develops and uses checklists to ensure that information goes out error-free.

Collaborating: Knowledge of collaborative techniques; ability to work with a variety of individuals and groups in a constructive and collaborative manner.
Level Working Knowledge: 

•    Demonstrates experience participating in productive collaborative processes.

•    Under guidance, initiates collaborative meetings.

•    Assists in communicating shared goals with diverse groups and parties.

•    Helps promote collaboration across generations, functions, regions, and levels.

•    Helps solve business problems and meet business goals through collaborative processes.

Effective Communications: Understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors.
Level Working Knowledge: 

•    Delivers helpful feedback that focuses on behaviors without offending the recipient.

•    Listens to feedback without defensiveness and uses it for own communication effectiveness.

•    Makes oral presentations and writes reports needed for own work.

•    Avoids technical jargon when inappropriate.

•    Looks for and considers non-verbal cues from individuals and groups.

Flexibility and Adaptability: Knowledge of successful approaches and techniques for dealing with change; ability to adapt to a changing environment and be comfortable with change.
Level Working Knowledge: 

•    Adjusts to new or changing assignments, processes, and people.

•    Demonstrates willingness to listen to other opinions.

•    Provides examples of shifting from task to task.

•    Identifies and considers alternative approaches to situations or problems.

•    Accepts new or radical ideas with an open mind; avoids snap reactions.

Managing Multiple Priorities: Knowledge of effective self-management practices; ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.
Level Working Knowledge: 

•    Recognizes changing demands and priorities; validates changes with management.

•    Obtains information about how current assignments contribute to organizational goals.

•    Completes current work according to assigned priorities.

•    Responds to day-to-day operational priorities while still making progress on project work.

•    Performs at least 2-3 concurrent activities without reducing productivity.

Office Administration: Knowledge of office administration activities; ability to carry out ongoing office administration tasks effectively and efficiently in support of local and remote teams.
Level Extensive Experience: 

•    Assists in developing administrative process flow to and from other functions and departments.

•    Coordinates preparation and distribution of standard reports (e.g. status or activity).

•    Processes and documents requirements for equipment or staff requisitions.

•    Manages current equipment service agreements and support services.

•    Develops and maintains physical and electronic filing systems.

•    Performs all aspects of administrative support for a location or a department.

Accounts Receivable (A-R): Knowledge of an organization's billing requirements; ability to utilize the proper tools and follow accounts receivable practices and procedures.
Level Working Knowledge: 

•    Performs major types of accounts receivable transactions.

•    Prepares miscellaneous or special invoices.

•    Maintains accounts receivable records as a regular part of daily work.

•    Implements current accounting practices and closing cycle procedures and requirements.

•    Processes payments, credits, debits and adjustments.

Purchasing Tasks and Activities: Knowledge of policies, regulations and processes of purchasing; ability to use practices and procedures for procurement of materials, components, equipment and services.
Level Working Knowledge: 

•    Records documents of purchasing tasks and activities, such as orders, bidding.

•    Uses available procurement systems and tools.

•    Ensures compliance with procurement regulations and contract specifications.

•    Works with basic purchasing related tasks and activities.

•    Adheres to various requirements and steps of the procurement process.

Note: Any offer of employment may be conditioned upon the successful completion of a background screening.

Posting Dates:

Caterpillar is an Equal Opportunity Employer.  Qualified applicants of any age are encouraged to apply

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