Administrator II-District

General Summary

The District Administrator II is responsible for the administration and processing of contracts, invoicing, work records, personnel files and associated documents.

Essential Job Functions

• Maintains a safe, secure and healthy environment by adhering to Company/Customer safety standards and practices and to legal regulations, alerting others regarding potential hazards or concern
• Adheres to and is a champion of TEAM's Core Values
• Prices work packages upon completion of a job, calculating base wage build ups, minimum charges and points out issues with project profitability if necessary
• Communicates with vendors to ensure costs are recorded within the appropriate fiscal period, and intercompany support groups to ensure costs are recorded for equipment rental, engineering are accurately reported in a timely manner
• Creates customer invoices in AX, ensuring compliance with company standards and providing as much detail as possible
• Understands customer requirements and ensures the invoice and backup documentation is provided in accordance with customer expectations
• Enters required information into customer invoice portals and manages customer TRACK (or similar) systems and reporting requirements
• Ensures timely invoicing resulting in improved DSO and company cash flow
• Evaluates unbilled transactions to ensure all transactions marked billable are truly billable and accruing with the correct values
• Manages all vendor transactions and ensures vendor invoices are promptly processed as AP journals or invoices against a purchase order
• Processes P-card invoices, ensuring those invoices are reconciled in AX and JP Morgan on a monthly basis
• Provides Corporate with adequate documentation to support vendor invoice payments
• Updates AX Collections activity logs with customer feedback notes, promptly crediting and rebilling problematic invoices
• Responds to center-led inquiries regarding unacceptable District DSO, invoices over 360, etc.
• Ensures inventory is properly expensed to each project
• Places and/or processes intercompany inventory purchase orders and inventory transfers
• Assists Operations with cycle count process as needed
• Evaluates on-hand inventory at month-end to ensure no items were missed when inventory was allocated to projects

Job Qualifications

• High school diploma or equivalent required
• Three (3) to five (5) years of experience in an administrative role
• Proficient with Microsoft Word, Excel and PowerPoint preferred
• Experience with Microsoft Dynamics AX a plus
• Travel requirement 0% - 25%

Work Conditions

• Position is located at the District office
• Work is conducted in a semi-private office/cubicle setting
• Days and hours of work are Monday through Friday 8:00 am to 5:00 pm. Some flexibility in hours is allowed, but the employee must be available during the core work hours of 9:30 am to 3:30 pm
• Physical and Mental Requirements
• Ability to lift and carry25 pounds
• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits employee to communicate effectively
• Ability to sit for prolonged periods of time with or without reasonable accommodation
• Sufficient manual dexterity with or without reasonable accommodation, which permit the employee to perform routine office duties
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodations to perform office duties and travel when necessary to off-site locations