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