As a member of the US Service Team, the Business Administrator handles order entry, set up, invoicing, and overall financial aspects of service orders, contracts, demand orders, small upgrades, and projects as assigned.

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.

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 approved local database or open job request form
• Set up of hours, parts, materials, subcontract labor, etc. in SAP
• Creation and responsibility of purchase requisitions
• Notification of order booking to customers and other employees as necessary

Open Order Management

• Monthly the BA will assist the Ops Manager in reviewing 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 to ensure timely and efficient invoicing to customers upon order completion

Invoicing

• Timely invoicing of orders as required and instructed by project management and / or operation management
• Calculation and submittal to customers of change order requests for time, material, expenses, etc. as needed.
• Receipt of a revised purchase order from customer as needed
• Follow up with customers on payment and open AR disputes
• Maintain accurate notes on open AR and issues
• Follow up on open POs and ensure the 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 Company procedures.

• Resolving terms and conditions issues with project management when required
• Creation of contract / order acknowledgment 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 (must have)
• SAP : Knowledge of Customer Service and Project System Modules
• Internal Database and Software
• Company 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.

Candidates must already have a work authorization that would permit them to work in the USA.

Preferred Qualification : SAP experience, and experience with Order entry, invoices, contracts, projects, and customer service support.

6 month contract

There is strong potential for extension / conversion beyond 6 months depending on contractor performance.

Pay Rate $23 - $25 per hour. We need local candidates for this role as it will be onsite.

Location : Miramar FL 33025

Pay Details : $23.00 to $25.00 per hour

Benefit offerings available for our associates include medical, dental, vision, life insurance, short-term disability, additional voluntary benefits, EAP program, commuter benefits and a 401K plan.

Our benefit offerings provide employees the flexibility to choose the type of coverage that meets their individual needs.

In addition, our associates may be eligible for paid leave including Paid Sick Leave or any other paid leave required by Federal, State, or local law, as well as Holiday pay where applicable.

Last updated : 2024-03-07