Operations Admin

Operations Admin

Full Time Finance Elgin, IL, US

7 days ago Requisition

This position will be on-site in Elgin,IL. Office hours: 7:30am - 4:00pm

Under the direction of the Regional Leadership Team, the Accounting Administrator is a key contributor in the coordination, delivery, and optimization of accounting and operational functions. This individual will partner closely with the Accounting, Operations, and Field Managers to make sure the office operates efficiently, while supporting an environment that inspires creativity, teamwork, and innovation. Your primary responsibility will be providing excellent customer service to external and internal clients for multiple, simultaneous office-related transactions, processes, and procedures, ensuring smooth running of the regional administrative support functions.

Work collectively with Regional Operations and Accounting:

• Daily time entry for field personnel into the ERP system for high-volume operations systems including: ADP, Excel, Portal, etc.
• Reconcile Vendor invoices and enter new Vendors into system as needed
• Ordering and tracking job site equipment rentals
• Collaborates and takes direction from multi-tiered management team
• Assists dispatch with any sales order requirements (equipment, customer, labor, and trucking schedule) to ensure all orders are accounted for; then creates the necessary purchase orders and ensures all communications for digital job board
• Create, track, update, and maintain documents and spreadsheets related to customers, project costs and special projects
• Generate daily paperwork, such as work orders, purchase orders, etc., and ensure that all pertinent information is noted, and all necessary documents are attached
• Administers the job packet process from collection of job packet documents through preparing packets for final review and submission to accounting admin. for customer invoicing (i.e. Compile & organize crating and warehouse handling packets, daily workorder time slips, and Bill of Lading (BOL’s) for Sales Admin team to invoice customers)
• Research and collaborate with regional operations team to build awareness and understanding of customer needs and expectations to aid in delivering the highest level of quality service; identify and recommend process improvements
• Works with Ops to take account of and enter the monthly lumber and material inventory
• Maintain annual vehicle registrations and tags
• Working with operations to assist with vehicle maintenance requests
• Assists AP with receiving purchase order and reconciling vendor statements (Obtain purchase orders and ensure vendor receipt of same, and other necessary closing transactions)
• Assist operations with DOT compliance

• Maintain accounts receivable customer files and records
• Assist with month end closing responsibilities and comply with deadlines
• Maintain and organize all pertinent records for long-term archival

• Obtain vendor quotes, qualify & select vendor, create the Purchase Order and perform confirmation after delivery of PO ensuring minimum vendor qualifications are meet, i.e., Certificates of Insurance.
• Ensure correct coding for project related expenses
• Coordinate the on-boarding and off-boarding process of new/separating employees with Corporate HR and site Project Manager - including required new hire paperwork collection/completion, disbursing and collecting of company property (i.e., cell phones, company credit cards, and equipment)
• Assist with other ordering of job site office, janitorial, and kitchen supplies
• General clerical duties including copying, scanning, and filing of vendor and customer records
• Provide backup for incoming phone calls or assisting walk-in customers as needed
• Coordinates with Uniform vendor and employees to be sure everything is ordered/updated as needed
• Assists with special events such as team building, meetings, etc.
• Other tasks as assigned
• Local limited travel between facilities or for company business may be required

• High school diploma (or G.E.D) and…