Job Description

Work Order Management

Responsible for maintaining the work order throughout its lifecycle:

o Confirming work orders and dispatching to the appropriate manager in the field

o Drafting quotes for billable work

o Working with district managers and the client to ensure that work orders are completed within the appropriate time frames

o Tracking outstanding and open work orders to submit for billing

Finance

Invoice Overview

o Reviewing all incoming invoices to ensure they are properly coded before sending to accounts payables for processing

o Ensuring all dollar amounts are correct for all incoming monthly invoices

o Confirming that funding is available for work projects

Reporting

o Drafting reports for internal and external use to capture funding and other budgetary concerns

o Maintaining data bases using different platforms to track outstanding and completed work projects

o Creating reports for client driven requests

Billing

o Submitting all billable work to accounts payable to be invoiced

o Creating and submitting timesheets to accounts payables

o Submitting and tracking orders for supplies

General Administration

o Maintain the invoice filing system

o Answering general inquiries from staff, clients, and sub contractors

o Drafting letters and other correspondence

Good working knowledge of Excel is needed.

Summary

In the role of Work Order Administrator/Office Administrator, you will be essential in managing administrative tasks and ensuring efficient office operations. Reporting to the Office Manager, you will utilize your core skills in clerical duties, communication, and organization to support daily activities. Your premium skills in QuickBooks and human resources will enhance our financial and personnel management processes. Additionally, your relevant experience in vendor management and multi-line phone systems will contribute to a well-coordinated office environment. Join our team to help streamline operations and foster a productive workplace.

Qualifications

Proven office and clerical experience Strong organizational and communication skills Proficiency in Microsoft Excel and drafting documents Experience with filing and managing records Familiarity with multi-line phone systems and phone etiquette Knowledge of bookkeeping and payroll processes is a plus Ability to manage vendors and support team development
Job Types: Full-time, Permanent

Pay: $46,000.00-$48,000.00 per year

Benefits:

Casual dress Extended health care On-site parking
Work Location: In person