Jobs

Description

Requirements:

• Associates degree preferred, high school diploma or equivalent required, plus five or more years of related work experience, preferably within the contracting/sales, construction or technical work environment.
• Must have proficient computer skills within the following applications: Advanced Microsoft Word, Excel, ACCESS, MS Project, Desktop Publishing and Internet business application usage.
• Must demonstrate the ability to perform work independently and demonstrate solid organizational and attention to detail skills.
• Experience and/or basic project accounting or costing principals is desired.
• Under general direction, works in concert with Service Project or Engineering Management to ensure consistent delivery of services and assure internal financial commitments.
• Expedites and completes the delivery of project or sales related administrative tasks to ensure customer expectations as well as internal project financial commitments are met.
• Administers the project business through activities such as subcontract processing, managing project documentation, support of booking or cost tracking system entry, and customer invoicing.

PRINCIPAL DUTIES: Operations Support

• Ensures integrity of our backlog (jobs reflect accurate re-estimate), receivables are collectible and revenue is in line with job progress and compliance with Revenue Recognition guidelines.
• Supports new contracts and manages any changes to existing retrofit or PSA contracts or Labor and Material tickets in the Contract Booking System (CBS), Service Alliance and SMIS as appropriate. Ensures proper contract information such as tax, sell price, cost estimates, customer information, etc. are accurately entered.
• Supports and maintains IIS. Downloads and distributes cost data files, enters job assignments and transfers and provides forecasting data for management. Generates reports as requested.
• Administers the subcontract process. Assists project management by generating the subcontracts on line or using templates. Organizes subcontractor documentation such as waivers, certificates of insurance, wrap ups, and bonding information. Manages subcontractor invoices by releasing for payment or researching payment problems.
• Manages project documentation files. Gathers documents such as submittal documentation, customer communication, subcontracts documents, and proposals. Completes project closeout checklists including as-builts, final invoicing to the customer, warranty letters, project books and training documentation.
• Produces submittal packages for use by technicians, engineers or the customer. Gathers documents such as network flow diagrams, room schedules, project bill of materials and vendor cut sheet.
• Flags contracts in CBS when certified payrolls are required. Submits state prevailing wage documentation for contracts.
• Utilizes electronic purchasing / ordering tools to enter and track project materials. Sets up Electronic Procurement Agreements (EPA).
• Works with project management to ensure cost scheduling and re-estimates are entered into the installation system. Enters project dates and schedules contract costs as directed.
• Creates and submits bills through the installation system or L&M through Service Alliance as directed by project management. Assists with identifying, investigating and resolving billing issues to keep positive cash flow on projects.
• Researches cost miss-charges issues involving pre-entered costs, timesheet or expense reports.
• Performs other duties as required to support the Field Administrative processes within the Branch.
• Supports and backs up other Administrative positions and other Branch / Regional financial / administrative personnel as required.