Administrative Assistant/Dispatcher

Description

AES Drilling Fluids is seeking an Administrative Assistant / Dispatcher in Clinton, OK. At AES Drilling Fluids we offer great benefits, competitive salary, paid overtime, opportunity for bonuses and a stable work environment with advancement opportunities. We seek local candidates that want to build a career and join our great culture! 

The Administrative Assistant / Dispatcher is responsible for reporting and coordinating all warehouse office functions, tracking tickets and working closely with the billing team as well as general clerical and administrative support. This position is full time and will require overtime, will alternate working weekends and be expected for after hours on call.  

Fantastic Benefits!

• Employer paid life & disability insurance
• Affordable medical / dental / vision / dependent insurance
• Paid time off / holiday pay
• 401K (6% match)
• Many other benefits

WORK LOCATION: CLINTON, OK

RESPONSIBILITIES:

Administrative 

• Manages, organizes, and keeps all records pertaining to any and all materials and products being sold, transferred, or bought by AES.
• Organizes and tracks all delivery and vendor tickets.
• Keeps all purchase order records current.
• Posts recaps, inventories, and transmits delivery tickets to the Houston office.  
• Answers telephones and ensure all necessary documents are sent by mail or FedEx to the appropriate office.
• Supports warehouse management by reading, researching, and properly routing correspondence, drafting, revising, and reviewing letters and documents, collecting and analyzing information, and initiating telecommunications.
• Answers all incoming calls in an efficient and professional manner, directing calls to the appropriate department or employee.  
• Assists employees with the fax and copy machine, sends faxes, makes copies, and retrieves and routes faxes, when and as needed.
• Welcomes all customers in a friendly, professional and hospitable manner, determines nature of business, and announces visitors to appropriate personnel.
• Provides routine information about AES to callers and visitors, and assists with address, direction, or other general Company information.
• Keeps the warehouse office in a neat and professional condition.
• Monitors visitor access and issues passes when required.
• Accepts, signs for and delivers packages, as they arrive and routes to appropriate personnel.

Dispatcher

• Serves as contact for drilling fluids engineers to place orders for chemicals, mud, barite, and well-to-well transfers.
• Determines appropriate routes and trucks to fulfill customer requirements and schedules AES drivers’ daily schedules.
• Continually monitors personnel locations and utilization in order to coordinate services and schedules.
• Reviews, analyzes, and determines need for third-party trucking companies, locates and liaises with appropriate service-providers, and assigns delivery work to third-party trucking companies based on dispatcher’s assessment of needs and suitability for the work.
• Updates well locations as needed and serves as primary contact for third-party trucking companies to ensure timely deliveries to customers.
• Analyzes and assigns trucks for well-to-well transfers and assigns appropriate warehouse personnel to assist with transfers.
• Prepares AES tickets, safety information (e.g., MSDS), and bills of lading for chemical orders and mud trucks.
• Confers with customers or supervising personnel in order to address questions, problems, and respond to requests for services or products.
• Receives and tracks incoming inventory in AES system and monitors estimated delivery dates on a daily basis to ensure all products timely arrive as scheduled. 
• Liaises with and informs the AES purchasing department of any delays or concerns regarding third-party trucking companies impacting the purchasing function.
• Reviews and accurately processes credits for any returned product.
• Advises personnel and service-providers about traffic problems, such as construction areas, accidents, congestion, weather conditions, hazards, or other special instructions.
• Conducts special projects and all other duties as assigned by the Warehouse Manager or Assistant Warehouse Manager.

Requirements

• High school diploma or GED.

• Prior work experience in warehouse operations is preferred; prior work experience in the oil and gas industry would be highly advantageous.

• Experience dispatching is preferred. 

• Bilingual language abilities (English/Spanish) is a plus.

• Highly proficient in Microsoft Office (including Microsoft Excel skills) and Outlook and strong internet research skills.

• Flexibility to work overtime, evenings or weekends is required.

AES Drilling Fluids is an equal opportunity employer. All persons shall have the opportunity to be considered for employment on the basis of their qualification for the job in question without regard to their race, color, religion, sex, national origin age, disability, military/veteran status, genetic characteristics or any other characteristic protected by applicable federal, state or local law.

AES Drilling Fluids regrets that it is unable to sponsor employment Visas or consider individuals on time-limited Visa status for this position.