Description

Are you a detail-oriented individual who enjoys working on a team with smart, funny, and enthusiastic people? We are looking for a skilled business operations administrator to join our Engineering Services (ENGSRV) team. After doing a fantastic job in this position for 17 years, the current person doing this job is starting a well-earned retirement. We are looking for someone else who is looking for their long-term work home. 

As a business operations administrator, you will play a crucial role in supporting our team's accounting and financial transactions, tracking projects, and creating reports for project managers. You will also, monitor and control resources, assist with material and services purchasing, and communicate with team members and executive management. 

This role is perfect for someone who enjoys working with engineers and keeping track of project transactions. You will be responsible for assisting with paperwork and entries into databases, ordering material and services, issuing purchase orders, invoicing customers, and tracking payments to and from the company. 

Joining our team means working with every other member to provide the administrative assistance needed to keep every transaction accurate, efficient, and documented. So, if you are ready to take on a challenging and rewarding role, apply now and become a part of our dynamic team where no day is the same, we take our jobs very seriously, but we don't take ourselves too seriously. 

Requirements

Responsibilities:

• Processes billing for the ENGSRV Department. 
• Consolidates, assembles, and distributes invoices according to strict timelines. 
• Reconciles receivables against invoices and coordinates check requests. 
• Prepares and runs daily, weekly, monthly, and quarterly reports as needed. Enters, extracts, and compiles data using various sources. 
• Processes purchase orders, prepares requests for expenditures, research purchase orders, and tracks fulfillment of orders. 
• Aids business and project management teams in setting up and closing out customers within our systems and processes. 
• Maintain supplier database and Approved Supplier List. 
• Maintain electronic logs of various document types used. 
• Work with team to improve department processes
• Other duties as assigned. 

Required Capabilities/Experience:

• BA/BS degree or, instead of a degree, 4-7 years of related administrative coordination experience. 
• 3 or more years in an administrative position dealing with purchasing and/or accounting tasks 
• US Citizen or US Resident Alien status. This position has access to export restricted material. 
• Excellent written, oral, and presentation skills are required. 
• Ability to multi-task and have a strong attention to detail and accuracy. 
• Ability to work in a team and fast-paced environment with a strong commitment to timeliness and follow-up. 
• Must be proficient with Microsoft Office Suite and be able to learn and use other system applications in performing the job.

Preferred Capabilities/Experience

• Experience with Sage 50 Accounting or Kantata Project Management software
• Experience working as an administrator for a construction, manufacturing, or engineering team