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Operations Administrator

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White Tail Automation

Sep 24

  • Job
    Full-time
    Senior Level
  • Fort Worth
  • Quick Apply

AI generated summary

  • You must have experience with FieldCap or similar software, strong project management skills, leadership abilities, purchasing experience, and proficiency in Excel. Oil and gas background preferred.
  • You will manage FieldCap, update jobs, track POs, oversee budgets, mentor staff, ensure accurate billing, and improve processes for operational efficiency and project management.

Requirements

  • Proven experience with FieldCap or similar project management/field ticketing software.
  • Demonstrated ability to manage multiple projects and service work simultaneously with excellent attention to detail.
  • Leadership experience with the ability to mentor, train, and manage staff.
  • Experience in coordinating large inventories and managing purchase orders. A background in purchasing or procurement would be highly regarded.
  • Assertive and able to push back on management decisions when needed.
  • Strong problem-solving skills and ability to work independently.
  • Excellent communication skills, both written and verbal.
  • Proficient in Microsoft Office Suite, especially Excel.
  • Demonstrated experience in project management.
  • Experience in the Oil and Gas, Instrumentation and/or Electrical industries.
  • Previous experience in improving or managing software systems in a fast-paced environment.
  • Preferred: Bachelor’s degree in business or related field.

Responsibilities

  • Manage and maintain FieldCap software, including job creation, ticket management, and system improvements.
  • Set up and update jobs for lump sum and time-and-material projects.
  • Ensure the accuracy of price lists, employee permissions, and project databases in FieldCap.
  • Troubleshoot and resolve issues related to ticketing, job setup, and data reporting.
  • Coordinate with internal teams to enhance the use of FieldCap's project management and reporting modules.
  • Generate and manage purchase orders (POs) for project materials and inventory purchases.
  • Track POs, ensuring accurate delivery, billing, and entry into FieldCap.
  • Reconcile POs with vendor invoices to ensure proper cost allocation for each project.
  • Monitor project budgets, alerting management to potential margin risks or cost overruns.
  • Lead, mentor, train, and develop a team of 2 to 4 staff members, with the potential for growth.
  • Handle team organization, including hiring, promoting, and managing team performance.
  • Foster a positive, high-performance culture within the team.
  • Push back when necessary on decisions from Branch Managers and Foremen, ensuring company standards and operational integrity are upheld.
  • Oversee inventory audits for trucks and warehouses.
  • Ensure accurate billing to clients by tracking inventory and managing quotes for special orders.
  • Assist with monthly billing processes.
  • Compile and review timesheet data from FieldCap for payroll processing.
  • Work closely with the payroll department to ensure accurate employee payments.
  • Manage time allocation for employees working under different legal structures (shift workers, visa rules, etc.).
  • Continuously seek ways to improve processes within FieldCap, particularly regarding project management and reporting capabilities.
  • Collaborate with internal teams to implement system updates that enhance operational efficiency.

FAQs

What is the job title for this position?

The job title is Operations Administrator.

What software will I be responsible for managing in this role?

You will be responsible for managing and maintaining FieldCap, our project management and field ticketing software.

How many team members will I be leading?

You will be leading a team of 2 to 4 staff members.

What types of responsibilities will I have related to purchase orders?

You will generate and manage purchase orders for project materials, track them, reconcile them with vendor invoices, and monitor project budgets.

What kind of experience is preferred for applicants?

Preferred applicants will have a Bachelor’s degree in business or a related field and demonstrated experience in project management, particularly in the Oil and Gas, Instrumentation, and/or Electrical industries.

Is prior experience with FieldCap required?

Yes, proven experience with FieldCap or similar project management/field ticketing software is required.

What skills are essential for this position?

Essential skills include strong problem-solving abilities, excellent communication skills, proficiency in Microsoft Office Suite (especially Excel), and leadership experience.

Will I have the authority to hire staff?

Yes, you will have the authority to hire, promote, and manage personnel within the department.

What are the working conditions for this position?

This is a full-time position based in our Fort Worth office, with the potential for some remote work opportunities, and quarterly travel to the Midland branch is expected.

What opportunities for professional development are offered?

We offer an environment of continuous learning, with opportunities to enhance your skills and experience and grow within the organization.

Are there any employee benefits provided?

Yes, we offer a comprehensive benefits package, including competitive compensation, a 401k plan, a company laptop, and cell phone reimbursement.

What is the culture within the team?

You will be responsible for fostering a positive, high-performance culture within your team.

How will my performance be evaluated?

Your performance will be evaluated based on your ability to lead your team, manage projects effectively, and ensure operational integrity within the department.

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White Tail Automation

Trusted Automation Solutions Provider

Energy
Industry
11-50
Employees
2018
Founded Year

Mission & Purpose

White Tail Automation is a customer-focused provider of automation and integrated solutions for North America and select international markets. Since 2003 we have been operating out of our head office in Fort Worth, Texas with branch locations throughout Colorado, New Mexico, Texas and Canada White Tail Automation provides total integration of design, project management, panel manufacturing, installation/commissioning, maintenance and repair. For all our valued customers, White Tail offers the capabilities of a large enterprise with the agility and responsiveness of a small company. Our dedicated employees provide high value solutions for automation and resulting in a superior customer experience.