Executive Administrative Assistant

Company: Jatca Inc.
Location: Miramar
Posted on: May 14, 2022

Job Description:

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, open job request
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/Service Coordinator/Spare Parts Coordinator to ensure timely and efficient invoicing to customers upon order completion

Invoicing
Timely prepping of invoice as required and instructed from Project Management/Service Coordinator for approval
Timely invoicing of order as required and instructed from Project Management/Service Coordinator/Spare Parts Coordinator 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 procedures.
Resolving of terms and conditions issues with Project Management/Service Coordinator/Spare Parts Coordinator 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
Internal Database and Software
Group Policies and Directives
Local SOX Control Processes
Ad hoc support of project and operations management

High school and minimum 2 years experience in business administration, finance, customer support, maintenance, projects, OR Associates degree and 1 year of experience in business administration, finance, customer support, maintenance, projects; OR Bachelor and minimum experience required.

Keywords: Jatca Inc., Hollywood , Executive Administrative Assistant, Administration, Clerical , Miramar, Florida