Asst II - Admin (Healthcare)

Total Safety is looking for an Administrative Assistant II to join their safety-conscious team! The Administrative Assistant II provides basic administrative and clerical support typically to a department or group of professionals.

Total Safety is the world's premier provider of integrated safety and compliance services and the products necessary to support them, including gas detection, respiratory protection, safety training, fire protection, compliance and inspection, industrial hygiene, onsite emergency medical treatment/paramedics, communications systems, engineered systems design, and materials management. Our Core Values are People, Safety & Wellbeing, Accountability, Responsibility, Empowerment, Honesty, Transparency, and Integrity. 

 Core Responsibilities

•  Field Ticket Management: Create, compile, and adjust weekly field tickets—including labor, travel, and equipment—for ProSv Line of Business (LOB) billing.
• Client Coordination: Communicate and coordinate with client representatives to ensure timely delivery of field tickets, proper organization, and return of approvals.
• Invoice Processing: Upload supporting records and documents into Salesforce for weekly invoicing; track and follow invoicing through submittal in Rental Man.
• Platform Navigation: Operate across multiple client systems (e.g., Coupa, Track) to facilitate smooth Accounts Payable (AP) processing.
• Information Management: Manage and prioritize multiple email inboxes, updating workflows proactively to align with fast-paced and evolving project demands.
• Data & Reporting: Utilize Excel spreadsheets for tracking, reconciliation, and reporting with accuracy and efficiency.
• Problem-Solving: Identify potential billing or process issues early, propose solutions, and ensure timely resolution.
• Contract Compliance: Maintain detailed understanding of project contracts, ensuring field tickets and invoices align with established contract rates and billing structures.
• Reconciliation: Perform reconciliation of disbursement receipts in alignment with company policies and client requirements.

 

Additional Duties

 

• Serve as back-up for coordinating flight and lodging arrangements for offshore medical staff.
• Process TPT expense reports within Rental Man.

 

Required Skills & Competencies

 

• Strong organizational skills with keen attention to detail.
• Proficiency in Salesforce, Rental Man, and client AP platforms (Coupa, Track).
• Advanced Excel skills for data tracking, reconciliation, and reporting.
• Ability to manage competing priorities and adapt to shifting project requirements.
• Effective communication skills for internal coordination and client interaction.
• Strong problem-solving skills with action-oriented follow-through.

Medical experience, EMT, MED Tech, etc., a plus. 

Total Safety and its subsidiaries afford equal opportunity in employment to all individuals regardless of race, color, religion, sex, age, national origin, pregnancy, familial status, disability status, veteran status, citizenship status, genetic information or any other characteristic protected under Federal, State or Local law. Total Safety is an Equal Opportunity Employer.  

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor. Administration