Dec 03, 2020

ES Project Administrator

  • Professional Diversity Network
  • Brookfield, WI, USA

Job Description


JOB SUMMARY Non-ExemptThe purpose of this position is to provide project, service and administrative support to Operations and Finance.USE: Energy and Sustainability ONLYESSENTIAL DUTIES AND RESPONSIBILITIES Receives estimates and/or proposal information from sales when an order is received and enters project into Microsoft Dynamics and sets up project folders (hard copy and electronic).Gather and verify proper certificates of insurance are attained.Prepares sub contract forms when necessary and requests any required subcontractor forms that are required of the project.Responsible for ordering of all project specific parts. Prepares, when necessary, parts for shipping. Assists, when necessary, with physical inventory count, reconciliation and inventory maintenance.Prepares submittal documents as requested by the project.Prepares owner's manual documentation as required by the project.Prepares billing invoices at the direction of project managers. Responsible for managing accounts receivable and calling on past due accounts. Processes any necessary journal entries to the general ledger.Processes vendor invoices within the accounting system to be paid. Analyzes the items purchased to determine whether or not sales tax is due. Remain current in the knowledge of sales tax law. Ensures that sales and use tax is paid when due, and that documentation is complete to minimize exposure to state tax audits.Assists with/or prepares necessary sales and use tax returns. Participate in sales/use tax audits as deemed necessary. Develops and maintains Accounting sales/use tax ready reference guide.Complete necessary process steps from job set-up to job closeout.Assist with other department needs as they arise. Provides rotating coverage of the Receptionist when needed.SUPERVISORY RESPONSIBILITIES Responsibility for appropriate and timely communication with project teams, accounting department and others as deemed necessary. Build a positive team environment within the Finance Department. Work with team members to ensure accurate and timely completion of all departmental responsibilities.Other duties may be assigned. No formal supervisory responsibilities in this position.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and EXPERIENCE Associates degree in Accounting or related financial degree program or a minimum of five years in a AP/AR role that required project execution.Bachelor's degree in Accounting or related financial degree program preferred.CERTIFICATES and/or LICENSES NoneCOMMUNICATION SKILLS NoneAbility to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding. Ability to write routine reports and correspondence. Ability to respond to common inquiries or complaints from clients, co-workers, and/or supervisor.Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammarMust be an active listener, giving full attention to what others people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.FINANCIAL KNOWLEDGE Requires basic knowledge of financial terms and principles. Ability to calculate simple figures such as percentages.Knowledge of arithmetic REASONING ABILITY Ability to understand and carry out general instructions in standard situations. Ability to solve problems in standard situations. Requires basic analytical skills.Must possess critical thinking skills using logic and reasoning to identify strengths and weaknesses of alternative solutions, conclusions and approaches to problems.Must possess problem solving skills and be able to identify problems and review related information to develop and evaluate options and offer/implement solutions.OTHER SKILLS and ABILITIES Strong knowledge of Microsoft Excel and Word. Working knowledge of Microsoft Office and capable of adapting learning to incorporate new technology. Knowledge of Microsoft Dynamics software helpful. Must be able to type 55-65 wpm and be able to use a 10-key. Ability to work closely with customers, subcontractors, engineers, designers, project managers, sales, shipping and receiving and panel shop to help Operations facilitate on-time and on-budget projectsSCOPE OF RESPONSIBILITY Must be well organized with a strong attention to detail and accuracy. Able to meet deadlines with multiple tasks and projects in fast paced, changing environment. Must be able to work independently and in a team environment. Ability to take ownership of responsibilities.Decisions made with general understanding of procedures and company policies to achieve set results and deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.


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