What are the responsibilities and job description for the Accounts Receivable Administrator position at EnviroScience, Inc.?
The Marine Services Administrator plays a crucial role in supporting the Marine Services operations team by managing administrative tasks, financial processes, and logistical coordination. This role ensures that all Marine Services run efficiently, with a strong focus on accurate financial management, resource allocation, and regulatory compliance.
Essential Duties & Responsibilities
Time and Expense Entry for On-Call Divers
- Accurately record time and expenses for on-call divers to ensure timely and precise compensation.
- Maintain detailed logs and reports for review and audit purposes.
Marine Services Billing and Aging Follow-Up
- Manage the billing process for Marine Services, ensuring invoices are issued promptly.
- Prepare billing/invoices and project administration
- Monitor accounts receivable and follow up on aging invoices to ensure timely payment.
Cost-Plus Billing
- Implement and oversee cost-plus billing procedures, ensuring that all costs are accurately captured and invoiced.
Marine Services Travel and Logistics
- Coordinate travel arrangements for Marine Services personnel, including booking transportation, accommodations, and related logistics.
- Ensure that all travel complies with company policies and budget constraints.
Marine Services Project Costing
- Provide detailed cost reports to management for project evaluation.
Weekly Project Quote/Project List
- Prepare and maintain a weekly project quote list, ensuring all quotes are updated and distributed to relevant stakeholders.
- Track project progress and update the project list regularly.
- Report billable hours for the group on a weekly basis
Expense Entry for Full-Time Marine Services Personnel
- Manage and record expenses for Marine Services personnel, ensuring compliance with company policies.
- Prepare expense reports for review and approval.
Paycom & Overtime Approvals
- Manage Paycom entries and approve overtime for Marine Services personnel, ensuring accuracy and compliance with labor laws.
- Collaborate with HR and payroll to resolve any discrepancies.
Marine Services Insurance Payroll Fund Reporting
- Prepare and submit Marine Services insurance payroll fund reports, ensuring accuracy and compliance with regulatory requirements.
Requirements
Minimum Qualifications:
Education: High School Diploma
Experience: Minimum of 3-5 years of experience in a similar administrative role, preferably within the consulting or environmental services industry.
Preferred Qualifications:
Experience:
- Over 5 years of experience in administration or a related field.
- Experience with Paycom or similar HR management systems. Proficiency in MS Office Suite, especially Excel.
- Experience with financial management software and accounting systems.
- Strong analytical skills with a focus on financial data.
Desired Skills:
- High level of accuracy in managing financial records and documentation.
- Ability to identify and resolve issues related to billing, logistics, and project management.
- Excellent verbal and written communication skills, with the ability to interact effectively with clients and team members.
- Ability to manage multiple tasks and adapt to changing priorities in a fast-paced environment.
- Strong focus on client satisfaction and relationship management.
- Strong organizational and time management skills.
Additional:
Department & Division:
Exempt Status*: Non-exempt
Reports to**: Marine Services Director
Works with Inside Company: Marine Services Staff, other Admins
Works with Outside Company: Marine Services and Cost-Plus clients for billing
Working Conditions: Primarily an office setting
Supervisor Responsibilities: none
Physical Requirements: Ability to sit for extended periods.
Travel Requirements: Minimal travel
*This position is classified as Exempt based on the job duties.
**The company reserves the right to make changes to the reporting structure for this position due to business needs.