Operations Administrator

Position Overview
The Operations Administrator is responsible for following a project from Order Intake to Final Invoicing. This process involves many critical steps, which is why this position is the hub of our operations. The ideal candidate for this fast-paced position will be extremely detail-oriented with strong Excel skills, intuitiveness, and an ownership mindset.

Responsibilities (including But Not Limited To)
New Order Processing

• Order Intake - Receive customer purchase orders; create and maintain project folders with related documents and project details
• Customer Purchase Order - Work with Sales to ensure Quote Pricing and Hotlist match incoming order
• Ensure all aspects of customer PO align with agreed pricing, rates, terms, milestones, etc.
• CKO - Schedule and attend Commercial Kick Off meetings to ensure all items are reviewed
• Project Finance Budgets - Upload quoted costs and revenues to Acumatica as financial budgets for projects
• Project Labor Hours Budgets - Upload quoted labor hours to for department manager to schedule tasks
• Documentation - Create Project Documentation, Order Acknowledgement, Task List, Deliverables List

Change Order Processing

• Change Orders - Perform items as above for any open project changes
• Documentation - Update all necessary documents to process project change orders

Reporting

• Capacity - Run and distribute weekly capacity reports
• Backlog - Maintain Backlog spreadsheet and reconciliations
• Backlog - Update and distribute weekly backlog reporting to Project Management
• Startup LBSR - Maintain invoicing information on Labor Billing Summary Reports in

Finance

• Invoicing - Create and send project invoices
• Late A/R - Follow up and resolve past due A/R
• Customer Purchase Orders - Maintain and reconcile annual incoming purchase orders
• Customer Purchase Orders - Document and maintain lists of new purchase orders and closed projects
• Team - Participate as part of Finance Team to support as needed

General

• Interact with multiple personnel and departments including Sales, Project Management, Engineering, Service, and Accounting with a focus on Project Management from inception to completion of project
• Handle customer inquiries professionally and act as a liaison between departments or personnel
• Identify areas for process improvements

Qualifications

What We Need You To Have

• High School Diploma or equivalent
• Cooperative attitude and willingness to assist others in a team environment
• Strong computer skills with competency in such software as MS Office, MS Project, PowerPoint, Outlook, Word, Access, OneNote, heavy focus on Excel
• Strong analytical and decision-making skills to effectively resolve operational issues
• Attention to detail - a meticulous and accurate approach to all tasks, especially when handling documentation and data
• Ability to be self-motivated and work independently with minimal supervision
• Ability to learn new tasks and software
• Detail-oriented, organized, highly motivated with a positive attitude
• Ability to multi-task, organize, and prioritize
• Strong oral and written communication skills
• Excellent problem-solving and critical-thinking skills
• Outgoing, personable, and professional demeanor
• Reliable attendance a must

What We'd Love You To Have

• Previous knowledge and/or experience in Project Controlling
• Previous knowledge of and Acumatica
• Previous experience in cooperating with Project Managers for the delivery of projects
• Accounting and/or bookkeeping experience

Additional Information

• Applicants must be authorized to work for ANY employer in the U.S. We are currently unable to sponsor or take over sponsorship of an employment Visa.