Executive Administrative Assistant

Company: System One
Location: Miramar
Posted on: May 9, 2022

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