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Administrative Assistant
Ref No.: 17-04225
Location: San Antonio, Texas
Position Type:Right to Hire
Start Date / End Date: 10/16/2017 to 04/16/2018
Paladin Consulting is currently hiring an ­­­­­­­­­­­­­­­­­­­­Administrative Assistant to join our team working onsite at our client's office located in San Antonio, TX.

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Job Title: Administrative Assistant
Work Location: San Antonio, TX
Duration: Long-term contract with option to hire
Hours: 9am-3pm
Education/Experience Required: High school diploma

Job Description & Responsibilities:
  • Payroll and Kronos (Site Specific)
    • Check and update Kronos accordingly being sure to account for everyone's in, out and lunch times.
    • Address any missed punches or exceptions with Installers/Supervisor. Have the Supervisor review and sign all forms needed to turn into Payroll.
      • Best practice: Complete this first thing in the morning so you can address any issues with the installers before they leave on their routes. Payroll approvals and documentations needs to be submitted by 9AM on Monday for the previous week.
  • Complete Process of Previous Days Routes
    • Delivery Confirm any deliveries that have no issues and were delivered complete.
      • Request OIN lines from per the guidelines in your market for any third party use.
      • After PO is returned to you, send to the vendor for an invoice.
      • Give PO and invoice to Supervisor for approval and processing for payment.
    • Send off punch lists or address any non-deliveries or complications.
      • Be sure to always add notes to the order in CFS referencing issues on the deliveries.
      • Follow up with Account reps and/or supervisors for these issues.
    • Send complete CFS signed delivery tickets to EDEX for each route.
      • In subject line put PODs with the routes date.
      • Quill and Facilities needs to be sent to their teams as well after they all go to EDEX.
  • Scheduling
    • CFS Delivery Tickets are printed 1-2 times daily to release any orders that may have been received and/or entered by the Contract Customer Service team or Project Coordinator(s). Once the delivery ticket(s) prints, the coordinator sorts through them and separates the pre-scheduled orders from the unscheduled DT's .
    • The routing is determined by location, product ordered, services requested and quantities ordered. The coordinator determines which orders can be added to the trucks and/or third party for regular delivery.
      • First check the calendar for any deliveries that have been prescheduled by the customer, PC, or PM. Build route around those deliveries.
      • If nothing has been prescheduled, build route according to areas, quantities, and services needed.
    • 3. For all prescheduled Delivery Tickets
      • a. There should be a prescheduled file system to hold delivery tickets until time to deliver.
      • The coordinator needs to maintain a neat system to ensure no tickets are lost or misplaced.
    • All deliveries routed must be called to confirm.
      • Take a moment with the customer to confirm time, address, and any special instructions (Back door, dock, specific times/departments, or stair carry.)
  • Monitoring Mailbox
    • Distribute emails that come through the group mailbox.
      • Respond to emails in a timely manner to address scheduling requests, POD requests, or issues with routes.
      • Forward anything that needs to be addressed by a Supervisor or Manager.
  • Communication to Team
    • Communication to the installer team is of the utmost importance. At the beginning of each shift the Coordinator is responsible for letting the supervisor/install team know what deliveries for the day have special instructions or specific details.
    • All future deliveries need to be transparent to our install team.
      • There should be a communication board for all prescheduled orders to be placed on that is visible to our installer team.
  • Coupa Invoice Processing
    • Receive the invoices from Vendors
    • Ensure the delivery tickets match the invoices
    • Make sure CFS does not have OIN lines that will hold up invoicing once the DT is confirmed.
    • If CFS has the correct amount that matches the Invoice, provide the PO to the vendor and send them.
    • Input the invoice into Coupa with the correct information EXP: cost center, location etc
    • Send to Manager for approval.
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