Executive Administrative Assistant
Company: System One
Location: Miramar
Posted on: May 9, 2022
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Job Description:
Executive Administrative Assistant Miramar, FL System One is
currently seeking an Executive Administrative Assistant on a
3-month contract position with possible extensions located in
Miramar, FL. 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. They 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. Executive Administrative Assistant
Responsibilities:Order entry of orders in assigned location.Order
entry into SAP as per eApprove local database, open job requestSet
up of hours, parts, materials, subcontract labor, etc. in
SAPCreation and responsibility of purchase requisitionsNotification
of order booking to customer and other employees as necessaryOpen
Order ManagementMonthly 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 issuesUpdate SAP with correct
order information including invoice month, planned marginTake
detailed notes and maintain organization of open orders to work
with Project Management/Service Coordinator/Spare Parts Coordinator
to ensure timely and efficient invoicing to customers upon order
completionInvoicingTimely prepping of invoice as required and
instructed from Project Management/Service Coordinator for
approvalTimely invoicing of order as required and instructed from
Project Management/Service Coordinator/Spare Parts Coordinator
and/or operation managementCalculation and submittal to customer of
change order requests for time, material, expenses, etc. as
needed.Receipt of revised purchase order from customer as
neededFollow up with customer on payment and open AR
disputesMaintain accurate notes on open AR and issuesCreation of
contract / order acknowledgement forms and signature as requiredFCM
Modification as required for booking of projects and/or large
ordersComplete adherence to SOX controls and notification to local
management when SOX control is not performed Executive
Administrative Assistant Requirements:Microsoft OutlookExcel -
intermediate skill levelSAP: Knowledge of Customer Service and
Project System ModulesHigh school and minimum 2 years' experience
in business administration, finance, customer support, maintenance,
projects, OR Associates degree 1 year of experience in business
administration, finance, customer support, maintenance, projects;
OR Bachelor and minimum experience required. Duration: 3-months
with possible extensions Location: Miramar, FL
Keywords: System One, Hollywood , Executive Administrative Assistant, Administration, Clerical , Miramar, Florida
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