Administrative Coordinator: Field Services
AtomTech Inc., Novi, MI, United States
POSITION SUMMARY
AtomTech is seeking a highly organized, detail-oriented Field Services Coordinator to provide cross-departmental administrative and operational support across the organization. This role will work primarily in the Field Services department, with defined functions assigned within the Administration department. The coordinator supports both local and international-based administrative needs and operations, coordinating with Human Resources, Finance, and Admin. This administration-first role focuses on execution, documentation, system accuracy, and follow-through. Project management involvement is limited to administrative and ERP system support only and does not include project ownership or leadership responsibilities.
MINIMUM QUALIFICATIONS
Bachelor’s degree in Administration, Business, or related experience preferred.
Proven experience in administrative, operations support, or coordination roles.
Experience working with ERP systems (i.e. Odoo).
Experience with Travel Planning and Accommodations.
High attention to detail, documentation accuracy and process discipline.
Strong organizational, follow-through and prioritization skills.
High level of professionalism and discretion.
REQUIRED RESPONSIBILITIES
Field Service Coordination (Primary)
Coordinate domestic and international travel for field service personnel, including flights, lodging, ground transportation, and itineraries. Maintain constant communication with service and transportation suppliers as well as service resources on assignment.
Create and manage Travel Requests (Travel REQs) following internal approval workflows.
Create, update, and track Work Orders in Odoo based on approved service requests.
Ensure all travel and service-related documentation is accurate, complete, and properly archived.
Time & Expense Administration
Collect, validate, and prepare timesheets and expense reports from employees and contractors.
Route timesheets and expense reports for customer approval, once approved internally by the Field Services Manager.
Deliver approved TS and expense reports to finance for timely invoicing and payroll processing.
Maintain organized, auditable records of approved time and expense documentation.
Systems & ERP Support (Odoo)
Provide administrative support for Odoo Resource, Project and purchasing modules, including:
Administrative updates to project records and task status (Work Order).
Odoo Resource module database updates in coordination with the Service Manager.
Project and Purchasing module training and support.
Communication & Collaboration (Critical)
Communicate daily with international-based teams as required, communicating with Finance, Compliance, HR and Administration.
Participate in meetings, follow-ups and written communication.
Ensure clarity, accuracy, and timely follow-up across teams and time zones.
Maintain professionalism in all customer-facing interactions.
Hours of Operation & Expectations
This role includes mandatory on-call support for urgent field services needs outside of standard business hours. All on-call work will be compensated in accordance with applicable wage and hour laws.
On-call coverage may include:
Weekday evenings (M - F after 7:00 PM).
Weekends (Friday evening through Sunday evening).
In the event after-hours work is required, employees are expected to:
Respond in a timely and professional manner.
Accurately record all time worked.
Role Boundaries
This role executes and coordinates administrative activities.
Approvals and ownership remain with:
Service Manager/Director (work execution, time and expenses).
VP (Mexico Operations).
VP / Controller / Bookkeeper (AP/AR related functions).
Compliance Officer (regulatory interpretation and decisions).
HR (Payroll and Human Resources).
Project Managers / Director of Engineering (Project Management).
No responsibility for pricing, customer negotiations, or compliance determinations.
Benefits
Medical Insurance – Up to 100% Employer Contribution on select plans!
Dental & Vision Insurance – Up to 50% Employer Contribution.
401K Retirement Plan + Employer Match.
Generous PTO – Accruals Begin Day One!
Tuition Reimbursement.
Employer Sponsored Travel.
Flexible Work Schedule.
Opportunity for Growth, Career Advancement and more!
#J-18808-Ljbffr
AtomTech is seeking a highly organized, detail-oriented Field Services Coordinator to provide cross-departmental administrative and operational support across the organization. This role will work primarily in the Field Services department, with defined functions assigned within the Administration department. The coordinator supports both local and international-based administrative needs and operations, coordinating with Human Resources, Finance, and Admin. This administration-first role focuses on execution, documentation, system accuracy, and follow-through. Project management involvement is limited to administrative and ERP system support only and does not include project ownership or leadership responsibilities.
MINIMUM QUALIFICATIONS
Bachelor’s degree in Administration, Business, or related experience preferred.
Proven experience in administrative, operations support, or coordination roles.
Experience working with ERP systems (i.e. Odoo).
Experience with Travel Planning and Accommodations.
High attention to detail, documentation accuracy and process discipline.
Strong organizational, follow-through and prioritization skills.
High level of professionalism and discretion.
REQUIRED RESPONSIBILITIES
Field Service Coordination (Primary)
Coordinate domestic and international travel for field service personnel, including flights, lodging, ground transportation, and itineraries. Maintain constant communication with service and transportation suppliers as well as service resources on assignment.
Create and manage Travel Requests (Travel REQs) following internal approval workflows.
Create, update, and track Work Orders in Odoo based on approved service requests.
Ensure all travel and service-related documentation is accurate, complete, and properly archived.
Time & Expense Administration
Collect, validate, and prepare timesheets and expense reports from employees and contractors.
Route timesheets and expense reports for customer approval, once approved internally by the Field Services Manager.
Deliver approved TS and expense reports to finance for timely invoicing and payroll processing.
Maintain organized, auditable records of approved time and expense documentation.
Systems & ERP Support (Odoo)
Provide administrative support for Odoo Resource, Project and purchasing modules, including:
Administrative updates to project records and task status (Work Order).
Odoo Resource module database updates in coordination with the Service Manager.
Project and Purchasing module training and support.
Communication & Collaboration (Critical)
Communicate daily with international-based teams as required, communicating with Finance, Compliance, HR and Administration.
Participate in meetings, follow-ups and written communication.
Ensure clarity, accuracy, and timely follow-up across teams and time zones.
Maintain professionalism in all customer-facing interactions.
Hours of Operation & Expectations
This role includes mandatory on-call support for urgent field services needs outside of standard business hours. All on-call work will be compensated in accordance with applicable wage and hour laws.
On-call coverage may include:
Weekday evenings (M - F after 7:00 PM).
Weekends (Friday evening through Sunday evening).
In the event after-hours work is required, employees are expected to:
Respond in a timely and professional manner.
Accurately record all time worked.
Role Boundaries
This role executes and coordinates administrative activities.
Approvals and ownership remain with:
Service Manager/Director (work execution, time and expenses).
VP (Mexico Operations).
VP / Controller / Bookkeeper (AP/AR related functions).
Compliance Officer (regulatory interpretation and decisions).
HR (Payroll and Human Resources).
Project Managers / Director of Engineering (Project Management).
No responsibility for pricing, customer negotiations, or compliance determinations.
Benefits
Medical Insurance – Up to 100% Employer Contribution on select plans!
Dental & Vision Insurance – Up to 50% Employer Contribution.
401K Retirement Plan + Employer Match.
Generous PTO – Accruals Begin Day One!
Tuition Reimbursement.
Employer Sponsored Travel.
Flexible Work Schedule.
Opportunity for Growth, Career Advancement and more!
#J-18808-Ljbffr