Job description

Job Title: Executive Administrative Assistant

Location: Miramar, FL, 33025

There is strong potential for extension/conversion beyond 3 months depending on contractor performance. SAP Experience required.

Job Description:

The Business Administrator handles order entry, set up, invoicing and overall financial aspects of service orders, contracts, demand orders, small upgrades, and projects as assigned.

The BA shall follow the internal procedures on order entry and administration, invoicing, and collections in their assigned regions. The BA will monitor financials regarding local order bookings and involve Local Management, as necessary, when financial and contract issues arise. The BA will participate in the project and service management reviews as well as any other reviews over open orders as necessary. Overall financial responsibilities are within the scope of the Local Management and Local Finance; however the BA will also monitor the progress on their assigned open orders and will adjust planned and forecast costs as necessary or inform Local Management of variances and request guidance for adjustments to the orders.

Typical duties/responsibilities for administration may include, but are not limited to, the following:

Order entry of orders in assigned location.

· Order entry into SAP as per eApprove local database or open job request form

· Set up of hours, parts, materials, subcontract labor, etc. in SAP

· Creation and responsibility of purchase requisitions

· Notification of order booking to customer and other employees as necessary

Open Order Management

· Monthly the BA will assist Ops Manager to review the open orders and revenue forecast and identify which orders are ready to be invoiced and any other issues

· Update SAP with correct order information including invoice month, planned margin

· Take detailed notes and maintain organization of open orders to work with project management to ensure timely and efficient invoicing to customers upon order completion

Invoicing

· Timely invoicing of order as required and instructed from project management and/or operation management

· Calculation and submittal to customer of change order requests for time, material, expenses, etc. as needed.

· Receipt of revised purchase order from customer as needed

· Follow up with customer on payment and open AR disputes

· Maintain accurate notes on open AR and issues

· Follow up on open POs and ensure invoice is received and updated

Order reviews and involvement of Project Management and/or Operation Management on issues that prevent order entry or invoicing per CLIENT procedures.

· Resolving of terms and conditions issues with project management when required

· Creation of contract / order acknowledgement forms and signature as required

· FCM Modification as required for booking of projects and/or large orders

· Complete adherence to SOX controls and notification to local management when SOX control is not performed

Requires knowledge and use of:

· Microsoft Outlook

· Excel – intermediate skill level

· SAP: Knowledge of Customer Service and Project System Modules

· CLIENT Internal Database and Software

· CLIENT Group Policies and Directives

· CLIENT Local SOX Control Processes

· Ad hoc support of project and operations management

Qualifications

· High school diploma and 2 to 5 years of experience in business administration; alternatively, a special combination of education and experience and/or demonstrated accomplishments.

Job Types: Full-time, Contract

Pay: $17.10 - $23.00 per hour

Schedule:

• Monday to Friday

Education:

• High school or equivalent (Preferred)

Experience:

• Customer service: 2 years (Preferred)
• SAP: 2 years (Preferred)
• Order management: 3 years (Preferred)

Work Location: In person

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