Field Office Coordinator

Job Title: Field Office Coordinator III

Company: Caterpillar Inc.

Position Objective:

The Field Office Coordinator III is responsible for the management and coordination of a broad range of field office activities of considerable complexity in support of the district's business goals and objectives.

Dimensions:

This position supports revenue recognition by processing work orders and issuing field service invoice instructions.

Nature and Scope:

This role reports to the District Service Manager and works under general direction. Depending on the location, the incumbent may work entirely remotely.

The position provides support to the District Manager, MMS Operations Manager, Field Service Supervisor, Customer Service Sales Representatives, Account Managers, Regional Field Engineers, and Field Employees by performing administrative tasks, managing various office activities and systems, including those related to safety and health, work order processing, and enterprise resource planning (ERP) systems.

The Field Office Coordinator III is responsible for identifying and resolving problems, determining work methods, coordinating projects, and prioritizing workloads for both themselves and others. In the absence of the District Service Manager, the coordinator may assume decision-making responsibilities and provide solutions to complex problems and conflicts.

Principal Accountabilities:

• Provide logistical and administrative support to DSM, FSS, Fleet Manager, RFE, and FSRs including correspondence, presentation development, and travel arrangements.
• Administer office management duties for standalone offices, if applicable.
• Maintain records and documentation related to Health, Safety, Security, and Environment (HSSE), such as safety briefings, incident reports, meeting minutes, and first aid supplies.
• Coordinate with the Field Service Supervisor on mobilization scheduling and customer communication; collect required legal documents prior to mobilization.
• Track FSR training and certifications, and ensure submission of certifications to CLMS.
• Maintain and update the Work Order Processing System with valid certifications, passports, visas, medical documentation, and offshore requirements.
• Organize offshore survival training, refresher courses, and medical visits for field staff.
• Manage the invoicing process, including follow-up with customers, preparation of invoice instructions, issuing credit notes, and submitting final documentation to Finance.
• Assist Accounting with past-due invoices and preparation of intercompany invoices.
• Manage both billable and non-billable work orders and dispatch annual sales service rates to customers.
• Create jobs and work orders, dispatch to field employees, and process documentation post-job completion.
• Review and validate expense reports from field employees in line with company policy, approving or rejecting based on compliance and documentation.

Qualifications:

• 3–5 years of office experience or related administrative equivalent.
• Strong judgment, self-sufficiency, and understanding of customer service organization and company practices.
• Proficient in Microsoft Office and capable of learning job-specific systems (e.g., Work Order System, ERP system, HSSE system, Expense Report System, Intranet).
• Language proficiency as required by the region or district.