The Sr. Field Administrator must possess a high level of professionalism and will be expected to communicate (verbal and written) at all levels within the Transfield Services organization as well as our clients’ organizations.
The incumbent will be expected to fully comprehend and execute the financial requirements of our client contracts.
The individual will be responsible for the accurate processing of payroll for all employees associated with any site/jobs where he/she is providing support.
This person will also be accountable for timely processing of client invoicing in accordance with all contract demands as well as the timely collection of cash pertaining to all invoices.
Where delays in billing occur, it is the expectation that this individual will promptly alert Transfield Services Accounting and Operations management.
In this event, it will also be expected this individual takes the lead working with appropriate client personnel in resolving issues delaying Transfield Services’ ability to invoice client and/or collect cash for work performed.
The position will require managing multiple sites from the office.
This person shall assume full responsibility for all financial transactions occurring at his/her sites and will report directly to the Regional Operations Controller with a technical reporting line to the site manager and/or project supervisor.
Key Work Experiences/Education:
High School Education or equivalent
Minimum 5 to 7 years in Field Administrative capacity
Minimum 3 to 5 years in Cost Tracking capacity
SAP, Track, Field Accounting, ECMS/AS400, Excel, Word, Outlook
Ability to work under strict deadlines
Technical/Functional competencies required:
Inputting payroll for various clients (Valero, Tesoro, Chevron, Shell, and misc) in the TSA R&E timekeeping system and client system, interfacing with TSA R&E accounting to assure payroll is correct, resolution of payroll discrepancies, management of per diem advances, obtaining client approval of timesheets, and communicating daily man-hours to regional office.
Requires sufficient knowledge of the client contract to assure that all rates are invoiced correctly, all reimbursable materials are invoiced timely with proper support, all equipment is tracked, recorded and billed properly and aware of client approval controls and processes per the contract.
Maintain and assure PO's are logged and properly approved for bill-back, track status of rental charges to assure PO amount is not exceeded, collect and track receipt paperwork, interface with TSA A/P to assure vendor is paid timely and per the PO, and interface with TSA A/R to assure client is billed timely and per the contract.
Assure subcontracts are in place prior to beginning work on site, assure subcontracts are approved by client for bill back, maintain tracking of status of subcontract to assure change orders are requested to cover any changes and insurance certificates are current, interface with TSA A/P to assure subcontractor is paid timely and per the subcontract, interface with TSA A/R to assure client is billed timely and per the contract. Work closely with TSA Billing Department to assure billable charges generated from the field are accurately converted to a client invoice in a timely manner. The Supervisor will also work with the Controller and Infosys to ensure all company Unbilled goals are achieved.
Track the status of all invoices through the client approval process, assure that invoice are correct and scheduled to be paid per contract terms, and maintain an invoice log that shows the current status of all invoice from inception to payment. Review with site management aged accounts receivable reports to assure revenue is collected as per contract terms.
The Supervisor will also work with the Controller and follow up with Infosys to ensure all company AR goals are archived. Forecast weekly payments from the client, work with the client to assure that the forecasted cash flow is accurate and correct, and work with TSA Cash Applications to assure that cash is properly applied.
Provide client with cost-control documentation as per the contract, advise TSA project management of required contract notifications, and help monitor non-reimbursable costs to assure that all possible reimbursable costs have been captured in the proper systems for billing the client.
Audit field sign In and Out’s, timesheets, and billing to ensure we are in compliance with contracts, company policies, and labor laws. Assist with internal and external audits as needed.
The Field Administrator must have an intermediate knowledge of MS Office 2000, Access, Word, Excel and Outlook. This position must exercise considerable judgment and discretion involving confidential information. Flexibility, multitasking and organization skills are critical for the success of this position. Industry experience preferably.
Must be capable of working in a fast paced environment.
Must be capable of working in all types of weather conditions.
Must be able to bend, squat and kneel.
Must be able to lift and carry up to 20 pounds unassisted.
Must be able to work long hours and all required shift schedules that may be up to seven days a week for extended duration’s
Successful candidate must meet all conditions of Transfield Services Resources & Energy Drug and Alcohol testing requirements as a condition of employment.
Drug/alcohol screening is administered post-offer and pre-employment.
Essential Job Functions
In accordance with the Americans with Disabilities Act (ADA), both the analysis of work and the position description must focus on essential functions and what are actually required and not the ways they are currently or customarily performed. “The term essential function means the fundamental job duties of the employment position the individual with a disability holds or desires.”
(Reference 29 CFR §1630.2(n)(1).)
The physical demands for this position is as follows: stretching, walking, stooping, kneeling, crouching and/or crawling; reaching, handling, talking, hearing; seeing; or other demands (e.g., smelling).
Transfield Services Resources & Energy is an Equal Opportunity Employer
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Transfield Services delivers essential services to key industries in the Resources and Industrial, Infrastructure Services and Property and...