Administrative Assistant

Job Description 

 Job Title: Administrative Clerk

Reports to: Manager, Field Accounting

Department:  Accounting

FLSA Status:  Hourly, Non-Exempt

Position Summary: The Administrative Clerk will assist the finance team with data entry work with AR/AP, and will assist with project work as needed. They will help support both the corporate team as well as with some of the work with our Regional Field Accountants. 

 

Duties and Responsibilities:

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

 

Will ensure billing is entered into our financial system on a timely basis. This may include:

Monitoring Salesforce for open quotes

Ensuring Managers sign off on monthly recurring billing and any changes are communicated to our Corporate AR Specialist

Creating extra billing in Netsuite, our financial system, on a weekly basis 

Creating Sales Orders for Resale and Consumables Billing at the EOM

Monitoring Sq Ft changes and adjusting the monthly billing accordingly 

Will monitor and assist with Coupa, our Purchasing System

Assisting vendors with questions and helping work through vendor discrepancies. 

Reviewing vendor statements monthly to ensure all invoices are in Coupa.

Cross Train on recurring requisitions for Office expenses 

Will assist with Subcontractor Management, which may include:

Monitoring Requisitions for timeliness and accuracy

Ensuring Coupa Subcontractor Service Sheets are approved timely

Will provide excellent Customer Service skills to assist Internal Customers and the Field Operations team. 

May be asked to assist with various projects as it relates to the above tasks.

 

Requirements:

Associate degree or comparable experience

Must have a valid Drivers License?