Office Coordinator

Description

• Compiling, typing and reporting various system related data associated with the day to day operations.
• Resolving simple differences that arise between the Company and customers or their agents.
• Processing and entering data into the payroll system.
• Assembling and processing drawings, sketches, R/W releases, Construction Work Notices, permits, inspections, work orders, list of material and other papers for transmittal within the department and other departments.
• Attending and successfully completing any training required for the job.
• Reserving, issuing and assigning proper capital, jobbing and specific work orders for betterment, improvements, abandonment and reimbursement.
• Operating computer equipment, to be able to enter, revise and extract data to update company records.
• Contacting representative(s) of other companies and public authorities as well as other departments, divisions and sections within the Company to assist in coordinating the scheduling of construction and maintenance work.
• Maintaining a working knowledge of Company policies and procedures as they relate to internal and external customers’ projects and inquiries.
• Coordinating, maintaining and updating various paving related programs, data base tables, and generating various reports. Preparing and generating final paving restoration documents for the contractors; posting work orders and other data to corporate data bases.
• Analyzing error messages, determining the cause and taking necessary steps to correct for various systems.
• Assisting with and/or presenting training for appropriate Company clerical personnel.
• Obtaining authorized approvals, checking invoices and price sheets in connection with agreements and contracts of various kinds, maintaining accurate records for processing and payment of outside agencies invoices.
• Supplying record information to Company personnel, other utilities and outside agencies by telephone, radio, mail or computerized mechanisms.
• Analyzing, balancing, reconciling and processing work orders dealing with transmission and distribution plant.
• Preparing maps for updating of construction drawings and completed W.O.’s through the use of a computer work station for exception reporting.
• Maintaining the master tax district record, and controlling the recording of transfers related to the annexations, school or fire district changes.
• Reviewing, analyzing and processing the paperwork supplied by field personnel associated with completed transmission and distribution system installations. Performing data entry and final job completion processing through Company computer systems.
• Ordering material, scheduling the delivery of supplies and equipment as directed by field and office personnel.
• Operating and performing simple service on office machines.
• Assisting in obtaining, distributing and tracking right-of-ways, permits and proposals with other departments, utilities, governmental agencies and customers.

Requirements

• Must have a basic knowledge of simple office machinery, including 10 key calculators, copiers, faxes, etc.
• Having knowledge of Energy Delivery’s policies and procedures.
• Must have keyboarding skills; which includes the ability to operate a typewriter, word processor or PC.
• Acquiring a working knowledge of the PC and mainframe applications; and the ability to learn and apply any existing or new software applications. Receiving and acting upon departmental and inter-company calls and inquiries from customers, contractors, developers, electricians, installers and other non-company personnel requiring attention and seeking solutions to generate maximum customer satisfaction.
• Must have Customer Service skills, which include being able to indicate through actions and decisions a sense of importance of understanding and serving the customer (internal and external); anticipating customer needs; taking action to overcome obstacles and seeking solutions to satisfy customers; in order to assist and advise on customer requests and relate information to others.
• Must respect the confidential nature of the information encountered in this work.
• Must possess practical learning skills which would include assimilating and applying in a timely manner, new job related information that may vary in complexity.
• Must possess skills in basic conflict resolution, which includes being able to solve routine problems or knowing who to call.
• Must have had at least three (3) years experience in the following: Assistant Electric Operations Clerk, Gas Document Administrator 1, Senior Stenographer, Assistant Plant Records Clerk or Order Processing Representative, or the equivalent.
• Performing similar or less skilled work as assigned.
• Must be able to communicate clearly and concisely; expressing ideas effectively in individual and group situations. Adjusting language and terminology to the characteristics and needs of the audience.
• Acquiring knowledge of all forms used in engineering, construction, standards, operations and maintenance projects in Energy Delivery.
• Demonstrating the following required skills within 2 years of entering this job classification:
• Must pass an examination as specified by the department for entrance into this job classification.
• Acquiring a working knowledge of Plant Accounting needs and a detailed knowledge of all units of property.
• Acquiring knowledge of the transmission and distribution infrastructure.
• Must possess the initiative to acquire new skills that would be required to solve customers’ inquiries.
• Acquiring knowledge of work codes, accounts and knowing how and when to use this knowledge in the processing of work orders.
• Must be adaptable; which includes being able to plan, schedule, meet deadlines and manage multiple priorities in varying environments, tasks and responsibilities or with different people.
• Acquiring basic map reading skills and knowing construction symbology and terminology.
• Must have decision making skills which include being able to make decisions independently.

Benefits

• Hybrid Mobility Classification – Work will be performed from both remote and onsite locations after the onboarding period. However, hybrid employees should live within a reasonable daily commute to the designated Duke Energy facility.

Training + Development

Interview process

Visa Sponsorship

Security clearance