This role is a central support role responsible for timesheet administration, invoicing, accounts payable, travel logistics, expense management, customer and vendor setup, financial reporting support, and general office administration. This position works closely with operations managers, field personnel, customers, vendors, and accounting personnel to ensure accurate billing, timely payment processing, efficient travel coordination, and effective administrative support.

Essential Duties and Responsibilities

Timesheet Administration

• Review and approve employee timesheets for accuracy and completeness.
• Verify job numbers, locations, and labor allocations.
• Coordinate with managers to confirm reported time and job assignments.
• Collect approved timesheets and supporting documentation for invoicing purposes.
• Ensure labor records are maintained accurately for billing and reporting.

Invoicing and Billing

• Gather and organize work tickets, service reports, and supporting documentation for customer invoicing.
• Create and maintain job work folders and billing records.
• Review invoices for accuracy, including:
  • Labor rates
  • Parts and materials
  • Totals and calculations
  • Purchase order, AFE, and LOE references
• Collect and reconcile reimbursable job-related expenses, including:
  • Hotels
  • Mileage
  • Per diem
  • Airfare
  • Ground transportation
  • Other travel-related costs
• Prepare sales orders and customer billing packages.
• Ensure customer-specific pricing, rates, and markups are applied correctly.
• Compile backup documentation according to customer requirements.
• Coordinate purchase order approvals and billing authorizations.
• Apply taxes to invoices where required.
• Investigate and resolve rejected or disputed invoices.
• Monitor outstanding accounts and communicate with customers regarding past-due balances.
• Support specialized invoicing processes for key customer accounts and contract-specific billing requirements.

Accounts Payable

• Monitor accounts payable communications and vendor correspondence.
• Review, organize, and distribute vendor invoices for approval.
• Match invoices to purchase orders and receiving documentation.
• Identify discrepancies and investigate mismatched amounts.
• Enter approved invoices into accounting software.
• Assign appropriate general ledger coding for expenses.
• Maintain digital records of invoices and supporting documentation.
• Respond to vendor payment inquiries and provide status updates.
• Review vendor statements and reconcile outstanding balances.
• Assist with payment prioritization and weekly accounts payable reviews.

Travel and Logistics Coordination

• Coordinate employee travel arrangements, including:
  • Hotel accommodations
  • Air travel
  • Rental vehicles
• Maintain traveler information required for airline and security programs.
• Provide support for travel-related issues and schedule changes.
• Troubleshoot logistical challenges and implement solutions quickly.
• Ensure travel expenses are properly allocated to jobs and customer billings when applicable.

Expense Administration

• Collect and review employee expense reports and receipts.
• Verify compliance with company expense policies.
• Return incomplete or inaccurate submissions for correction.
• Obtain management approvals for reimbursement requests.
• Compile approved expenses for payroll or reimbursement processing.
• Maintain organized expense documentation and records.

Office Administration

• Manage office supply inventory and reorder materials as needed.
• Coordinate procurement of office and facility supplies.
• Maintain organized filing systems for operational and financial records.
• Archive completed job files according to retention procedures.
• Assist with company credit card administration, including:
  • Monthly reconciliations
  • Receipt collection
  • Expense coding and documentation

Accounting System Administration

• Maintain customer, vendor, and job records within the accounting system.
• Process customer and vendor setup documentation.
• Coordinate completion of vendor applications and onboarding requirements.
• Ensure data accuracy within accounting and operational databases.
• Support job maintenance activities, including:
  • Job setup
  • Job closures
  • Client information updates
  • Vendor record maintenance
• Generate reports and operational data as requested by management.

Financial Reporting Support

• Assist with weekly financial reporting and forecasting activities.
• Track invoicing activity and accounts payable trends.
• Compile financial data for management review.
• Support analysis of project costs and operational expenditures.

Employee and Vendor Support

• Serve as a liaison between field personnel, management, accounting, customers, and vendors.
• Provide administrative support for fuel card management and distribution.
• Assist employees with administrative and logistical inquiries.
• Support operational initiatives and special projects as assigned.

Required Qualifications

• Associate degree in Business Administration, Accounting, Finance, or related field preferred; equivalent experience considered.
• Minimum 3–5 years of experience in accounting, billing, operations support, or administrative coordination.
• Experience with accounts payable, invoicing, and financial recordkeeping.
• Strong proficiency with Microsoft Office Suite, particularly Excel.
• Experience with accounting and ERP software systems.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Effective verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred Qualifications

• Experience supporting field service, construction, industrial, manufacturing, or energy operations.
• Knowledge of payroll, expense management, and job-cost accounting.
• Experience coordinating employee travel and logistics.
• Familiarity with customer contract billing requirements and purchase order processes.

Key Competencies

• Organization and Planning
• Attention to Detail
• Problem Solving
• Customer Service
• Communication
• Financial Acumen
• Time Management
• Accountability
• Teamwork
• Adaptability

PRIMARY FUNCTION:

• Provide daily oversight for hydraulic shop service activities.

• Monitors the functionality of equipment and machinery.

DUTIES & RESPONSIBILITIES:

• Oversees the installation, refurbishment and operation of equipment at facility locations.

• Ensures all customer requirements for equipment are met.

• Ensures records and logs of all maintenance activities are kept.

• Make sure the shop stays clean and projects are being done correctly and in a timely manner.

• Any other tasks as directed by shop supervisor or management.

QUALIFICATIONS:

• High School graduate, hold GED certificate, or industry related experience.

SAFETY REQUIREMENTS

• Disclaimer: Some shop workers are not trained for offshore work at the time of their initial hire. Additional training would be required if that worker would be requested to work offshore.

Physical Requirements:

• Climbing – off and on throughout the day

• Language - Must be able to write and speak English

• Drug and Alcohol Screen - GCS has a “Zero Tolerance” program

• Pulling - your own weight along a vertical ladder or horizontal plain

• Lifting - Able to lift 50 lbs. and more with a helper or mechanical assistance

• Dexterity - Job will entail good manual dexterity of fingers with small and large parts

Additional Job Requirements for Safety:

• Weather - wind, rain, lightning, hot/cold temperatures

• High Heat – will work inside/outdoors, high humidity, direct sunlight, dehydration caution

• Noise – very loud at times, sand blasting, welding gouging, ear plugs required at times

• Confined Spaces - (Claustrophobia) enclosed areas such as pedestals

• Environment – wet, hot, working at heights

• Hours of operation - must be able to work when required for extended periods of time, weekends

• PPE - harness & lanyard, steel-toed boots, hardhat, safety glasses, hearing protection, sun screen

• Hydration - summer months must drink plenty of liquids e.g. 4oz every 15 minutes

EMPLOYEE JOB DESCRIPTION

QP-01-F-06 Rev. 1.1

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•Heightened Awareness - overhead hoists in use, forklifts, golf carts, all-terrain vehicles, semi- trucks, cars, roadway crossings, cranes, aerial lifts, sand blasting, trip hazards, grinding, sharp &heavy objects, overhead power and communication lines, snakes, spiders, painting, ladders, etc.

•Teamwork – responsible for seeing and owning safety hazards, unsafe acts, writing stop cards

•Safety Initiatives - follow policies, protocols, guidelines to support company safety initiatives

Safety Training Requirements:

•GCS Paperwork

•Business Ethics

•OSHA Offshore Exam

•Various OSHA Movies

•Fire Watch (As needed)

•Confined Space (As needed)

•Fall Protection & Fall Rescue

•Marine Trash & Debris (As needed)

•ExxonMobil TB Training (As Needed)

•Global Harmonization Systems (GHS)

•Gas Detector & Calibration (As needed)

•Gulf Coast Safety Basic Plus (As needed)

•Safeland/Safegulf or Rig Pass (As needed)

•H2s (As needed)

•Dropped Objects

•Operator Specific Safety Training (Asneeded)

•Behavioral Based Safety & Stop Cards(BBS & SC)

•Helicopter Underwater Escape (HUET) (Asneeded)

•Safety Environmental ManagementSystems (SEMS II)

•Gulf Crane Services Safety Manual (OSHA1910 General Industry)

Job/Quality Training Requirements:

•Forklift•Overhead Hoist•QP-09 Process Control•QP-18 Non-Conformance Control

Printed Name Signature

Primary Function:

Operate cranes according to API RP 2 D & 2C Standards

Must have a least 10 plus years as an operator

Able to work alone as an operator

Capable of working in heights

Able to find problems on the crane when something happens (Assist Mechanic or capable of fixing it yourself)

Operators are not always on a set schedule, able to work when called upon

Provide daily oversight for Gulf Crane Services, monitors the functionality of equipment and machinery

Act as a company representative with customers in the field

Report to Senior Service Coordinator

Duties & Responsibilities:

Oversees the Operations of equipment at field locations

Ensures all customer requirements for equipment are met

Ensures records and logs of all maintenance activities are kept

Develop beneficial relationships with clients

Check surroundings before making any decisions

Capable of taking off heavy lifts off of boat or platform

Competent/ Proficient with “Personnel Handling Operations”

Make sure of load range before making a lift

Not afraid to use ALL STOP when needed

Complete all paperwork thoroughly and in a timely manner

Understand and comply with all safety and environmental requirements

Understand and comply with operating and technical procedures and workplace instructions

Perform any other duties as required by the Senior Services Coordinator

Qualification:

High School Graduate, hold GED certificate, or industry related experience

Safety Requirements:

Language – Must be able to write and speak English

Climbing – multiple flights of stairs throughout the day and above 6 ft. must have safety harness on

Drug & Alcohol Screen – Must have ALL prescription with proper name on it. GCS has a “Zero Tolerance” Program

Pulling – your own weight along a vertical ladder or horizontal plain

Lifting – able to lift 50 lbs.

Grip Strength – Will need to hold your own body weight for a 10-second proficiency exam on a swing rope from boat to platform (Simulated)

PPE – Must have FRC Clothing when offshore. Must have steel toe boot with heel to prevent slipping. Must wear safety

PRIMARY FUNCTION:

• Provide daily oversight for Gulf Crane Services' field and shop service activities; monitors the functionality of equipment and machinery.

• Perform crane field service.

• Act as a company representative with customers in the field.

• Assist in training offshore mechanic helpers.

• Report to service coordinator.

DUTIES & RESPONSIBILITIES:

• Oversees the installation and Operation of equipment at field locations.

• Ensures all customer requirements for equipment are met.

• Ensures records and logs of all maintenance activities are kept.

• Develop beneficial relationships with clients.

• Supervises all mechanic helpers in field, make sure projects are being done correctly and in a timely manner.

• Inspect, troubleshoot and repair cranes

• Repair winches, valves, engines, and hydraulic components.

• Manage and maintain assigned tools and equipment.

• Complete all paperwork thoroughly and in a timely manner.

• Understand and comply with operating and technical procedures and workplace instructions.

• Understand and comply with all safety and environmental requirements.

• Perform any other duties as required or assigned by the service coordinator within the physical constraints of the job.

QUALIFICATIONS:

• High School graduate, hold GED certificate, or industry related experience.

SAFETY REQUIREMENTS

Physical Requirements of the Job:

• Language - Must be able to write and speak English

• Climbing - multiple flights of stairs throughout the day

• Drug and Alcohol Screen - GCS has a “Zero Tolerance” program

• Tuberculosis Testing – Some company’s may require TB screening

• Pulling - your own weight along a vertical ladder or horizontal plain

EMPLOYEE JOB DESCRIPTION

QP-01-F-06 Rev. 1.1

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• Lifting - Able to lift 50 lbs. and more with a helper or mechanical assistance

• Dexterity - Job will entail good manual dexterity of fingers with small and large parts

• Grip Strength - Will need to hold your own body weight for a 10-second proficiency exam on a swing rope from boat to platform (Simulated)

Additional Job Requirements for Safety:

• H2s – Could be assigned to work in H2s environments

• Noise - outdoor environment, very loud ear plugs required

• Swimming - must know how and could be exposed to sea life

• Heights (Acrophobia) - Able to fly and work at heights to 200’

• High Heat Environments – will work in outdoors, direct sunlight

• Service Vessel Travel - 1-18 hours by boat to other offshore facilities

• Environment - Must be able to work offshore for extended periods of time, wet, hot, working at heights

• Air Travel 1-4 hours by helicopter to offshore facilities longer for deep water platforms

• Confined Spaces - (Claustrophobia) enclosed areas e.g. quarters, pedestals, barges, boats

• Weather - High winds, rain, lightning, rough seas, cold temperatures, high humidity, direct sunlight, dehydration caution

• Hours of operation - must be able to work when required for extended periods of time, weekends

• Transfers –From vessel to platforms and reverse

• Hydration - summer months drink plenty of liquids throughout the day e.g. 4oz every 15 minutes

• Hitch Work – Strenuous work 12 hour days 7 - 14 days straight and possible extended periods

• PPE - don long sleeved FR clothing, harness & lanyard, steel-toed boots, hardhat, safety glasses, hearing protection, sun screen recommended and sometimes a personal floatation device or work vest and tools. (This will increase body heat and overall weight)

• Teamwork – responsible for seeing and owning safety hazards, unsafe acts, writing stop cards

• Safety Initiatives - follow policies, protocols, guidelines to support company safety initiatives

Safety Training Requirements:

• Business Ethics

• H2s (As needed)

• Dropped Objects

• OSHA Offshore Exam

• Marine Trash & Debris (as needed)

• Various OSHA Movies

• Fire Watch (As needed)

• ISNetworld Access Card

• Confined Space (As needed)

• Fall Protection & Fall Rescue

• Safeland/Safegulf or Rig Pass

• ExxonMobil TB Training (As Needed)

• Global Harmonization Systems (GHS)

• Helicopter Underwater Escape (HUET)

• Gas Detector & Calibration (As needed)

• Gulf Coast Safety Basic Plus (As needed)

• Operator Specific Safety Training (As needed)

EMPLOYEE JOB DESCRIPTION

QP-01-F-06 Rev. 1.1

• Behavioral Based Safety & Stop Cards (BBS & SC)

• Safety Environmental Management Systems (SEMS II)

• Potential Incidence of Non Compliance List (PINC List)

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• Transportation Worker Identification Credentials (TWIC)

• Gulf Crane Services Safety Manual (OSHA 1910 General Industry)

• Tropical Basic Offshore Induction and Emergency (T-BOSIET) (As needed)

1. working on mechanical and hydraulic system. 

2. working in a shop setting and on the road.

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