General Admin / Office Coordinator

What challenges can you expect?

Assist the Substation Service Manager to ensure all financial transactions related to Accounts Payable, Accounts Receivable are completed in a timely matter including managing credit, invoicing, expense reports and other vital transactions. Collaborate with Corporate and Sister companies to ensure all financial transactions are completed in a timely manner. Reconcile all process to ensure accurate data is reported for the balance sheet. Assist technicians with daily needs and weekly time input. This is an on-site role. 

Office Coordination

• Manage leases for building and storage yard
• Oversee utilities and building maintenance
• Coordinate insurance and various licenses (contractor, business, subcontractor, etc.)
• Maintains inventory of office supplies; orders new supplies as needed
• Maintains office files; implements an efficient system for other staff to access files and records
• Performs other related duties as assigned

Finance

• Fluent in AR & AP processes

• Payroll

• Reconciliation of bank and credit card accounts

• Management of workflow initiation and approvals

• Invoicing jobs

• Familiar with purchase requisitions and purchase orders process

Safety

• Manage DISA, DOT physicals, and vehicle inspections
• Track employee certifications

Equipment and Vehicles

• Handle registration and equipment calibrations

Job-Related Tasks

• Manage timecards and technician's hours
• Act as 10 on all orders, handle time entry, and maintain orders in MIP
• Close MIP orders and post time in SAP
• Coordinate customer onboarding, subcontractor, and vendor coordination
• Handle credit applications, references, and FedEx shipping labels

HR

• Serve as the local employee contact for benefits
• Maintain employee digital files 

SAP

• Manage order entry and maintenance
• Handle workflow entry and coordinate with MR for new SAP procedures and troubleshooting

IT

• Manage and troubleshoot employee laptops

What do we expect from you?

Preferred Education and Skill Requirements

• Associate’s degree with 3 plus years’ experience in Office Management and Finance

• Computer literacy including SAP and knowledge and experience with Microsoft Office applications, particularly Excel.  

• Duties require professional verbal and written communication skills

Knowledge of software skills is a plus

• SAP

• Kofax

• Quickbooks

• Microsoft Office applications (Excel is a must)

Competencies

• Business acumen
• Analytics
• Communication
• Customer Service
• Interpersonal Skills and Teamwork
• Learning
• Creativity
• Autonomy
• Excellent time management skills and ability to multitask and prioritize work
• Strong organizational and planning skills
• Proficient in Microsoft Office (Excel)
• Knowledge of accounting, data, and administrative management practices and procedures
• Knowledge of business and management principles
• Knowledge of office management responsibilities, systems, and procedures
• Knowledge of how Intelligent Automation software works