MAJOR PURPOSE OF POSITION:|
Under the supervision of the Operations Manager & Project Managers of CET Raleigh, performs and coordinates weekly work schedule, dispatches labor force and a variety of daily operations & administrative duties. Also performs routine accounting tasks and clerical duties with the Company’s Accounting Department, which includes accounts payable and accounts receivables.
PRIMARY DUTIES & RESPONSIBILITIES
Maintain project schedule up to date and posted on the Portal. Meet with the project managers daily to review labor availability, project needs, schedule technicians & equipment and update project schedule. Coordinate with other branch offices to request additional manpower support or to provide it.
Maintains office; Perform periodic inventory of office supplies, order materials as needed to maintain desire stock, coordinate’s services so the office maintains a professional appearance and environment. This includes keeping track of vehicles.
Performs shipping (UPS & FedEx) and mailing functions
Receive all leave/ vacation requests from the field technicians and provides to the Operations & Project managers for approval.
Maintain the equipment inventory record on the Portal; tag & log new equipment, identify equipment removed from service or sold, insure tagging system is properly utilized.
Maintain all calibration certificates on the Portal for equipment and insure equipment calibrations are maintained up to date.
Project Invoicing which includes: Insuring accuracy of final invoice, account codes, and financial amounts and process invoices in People Soft. Provide invoices to appropriate project manager and/or Operations Manager for approval. Insure that all invoices are mailed/delivered to the correct address and that all customers provided billing instructions are followed and carried out and provide copies of all invoices to MET Accounting Department. Save electronic copies of all invoices and Post them on the Portal in the appropriate Invoice folder. A copy of each invoice will be filed in the corresponding job folder. Perform Accounts Receivable functions, contacting customers with delinquent payments. Enter expenses into Concur.
Open up new jobs into the People Soft accounting system, this includes entering all initial funding information, contract amount and budgeted cost. Be aware of the WIP Work in Progress reports at all times and make funding changes if directed.
Receives and processes all orders for EPE services. Receives all EPE goods from the customer and logs them in.
Open up all EPE projects in the system, creates a job folder and schedules for the work to be performed.
Arranges for the return of tested EPE equipment either by shipment or customer pick-up.
Writes final report and invoice and sends or delivers to the customer.
Provides proposals for the replacement of damaged or failed EPE equipment.
Places all orders for safety equipment, uniforms and miscellaneous equipment; orders must be approved by Operations Manager prior to order.
Obtains all insurance certificates for projects.
Provides administrative support to the Manager and employees of MET-Lanham as directed by the Operations Manager and PM’s.
High school diploma or equivalent required. Additional education & training in computers & business
5+ years work experience in the service industry in various operations support, accounting, administrative and office management roles
Requires a general knowledge of the service industry, administrative, computer and bookkeeping procedures.
SPECIFIC KNOWLEDGE/SKILLS REQUIREMENTS
Proficient in MS Office, computer-based spreadsheets and related software, as well as good typing skills.
Ability to work independently, as a team, and under general supervision taking direction as given.
Above average math, reading, and analytical skills are required with the ability to use good judgment when necessary to make solid effective decisions.
Clear concise verbal communication, ability to effectively communicate in writing and excellent interpersonal skills to communicate effectively with employees at all levels within the organization as well as clients, customers and vendors.
Highly organized with strong attentions to detail with the ability to multi-task and set priorities to complete duties in a timely and efficient manner.
Additional duties and special projects as assigned.
No third party agencies or recruiters at this time.
No relocation assistance – Local residents only.
Interested candidates must apply online. Resumes via fax, mail, or email will not be considered.
No phone calls please.
ABM IS AN EQUAL EMPLOYMENT OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER (M/F/V/D)
ABM Industries, Inc. - 15 months ago