Main Purpose:
Coordinate and administer variety of clerical and general office tasks in support of assigned location (i.e. department, project, etc.)
Key Relationships:
Internal
- Division Manager, Area General Manager
- Shop Manager/Dispatch, Mechanics, Technicians, Laborers, Administrative Staff
- Sales
External
- Existing customer base
- Industry Associations
Specific Role Responsibilities:
- Large volume data entry; 10 key proficiency is CRITICAL.
- Daily interaction with field, dispatch, maintenance and management personnel.
- Prepare control documents for use in reconciling one or more of the following: payroll, payables, receivables and equipment rental functions.
- Receive, process, code and upload all payables.
- Process monthly accruals and journal entries as needed to reclass job cost
- Maintain PO log and assign PO numbers for purchases.
- Complete vendor applications as necessary, including vendor set up and number assignment.
- Contract and service billing including preparing industry pay applications, scanning, emailing, and mailing billings and lien releases to customer.
- Obtain supervisor's signature on all contract, subcontract, and change-order documents as required and route, per MOA.
- Verify coding and pricing on equipment tickets from service divisions.
- Order insurance certificates per project requirements.
- Monitoring WIP reporting and revenue recognition.
- Compile and verify attendance of employee time, production, and payroll data from time sheets and other records and post information onto designated records – detect and reconcile payroll discrepancies.
- Complete and send out monthly Labor Reports to customers (AARA/MEUR/OCIP/DAS 140/Safety).
- Input payroll, including certified payroll compliance obligations and distribute checks.
- Understanding of Union / Davis Bacon and prevailing wage rates.
- Performing courtesy billing calls to ensure customer receipt, mitigate billing issues, and improve DSO on all assigned division locations through consistency and a courteous approach.
- Communicating reliable information on account issues to management and sales staff that assists in dispute resolution and account reconciliation.
- Performing day-to-day administrative tasks such as processing paperwork and maintaining job folders including all filing.
- Process paperwork for newly hired employees, I-9 verification, e-verify.
- Plan and prioritize to assist in accomplishing regional DTI and DSO goals. Including, but not limited to assistance with AR calls.
- Entering, transcribing, recording, storing, or maintaining information in written or electronic form.
- Answer phones - screen/handle routine and/or noncritical items and provide information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
- Provide mail service for assigned location. Includes making mail pick-ups & deliveries; sorting, weighing, and posting outgoing mail and packages including distributing interoffice/inter-project mail, etc.
- Compile and prepare various reports for supervisor's use (requires analysis and comparison of data).
- Receive packages, office supply deliveries, etc. as required. Insure items are delivered/stored according to procedures.
- Arrange travel, hotel, car reservations for supervisor and field employees and maintain expenses through Concur. Maintain supervisor's calendar, schedule meetings, etc.
- Month end preparation to meet corporate closing schedule.
- Assistance with any internal or external audits.
- Perform additional assignments per supervisor’s direction.
