Senior Office Associate | NAPIC Executive & Planning | 1st Shift

BP OA Key Responsibilities

• Project Management Support
  • Complete job registration process for projects in SQL and JCMS while verifying the automated data transfer occurred accurately between the SQL, JCMS, and Work Front systems.
  • Upon receiving management approval of the quote or specification changes, prepare the final data package and email the complete package to the customer.
  • Handle email communication related to quote issuance, job approvals, closures, and cancellations. Ensure all associated information is accurately recorded and updated in relevant software systems.
  • Monitor and when advised, update the job/project status and schedules within the necessary software packages.
  • Log data for completed projects within SQL, JCMS, and Work Front and update task completion percentages as needed.
  • Process spare parts data
• Project Parts Ordering
  • Complete project parts ordering and department expense requests via Matix2 and GPM software.
• Sales and Job Records Tracking
  • Maintain and update as needed the Sales/OH data file.
  • Track and verify monthly labor hours
  • Perform job records data upload to JCMS on the first business day of each month.
  • Support as needed job invoice processes and related functions.
• Administrative Support
  • Collect data regarding the annual fixed asset inventory verification process and maintain accurate records regarding department assets.
  • Assist with the onboarding of new associates, update organizational charts, and perform related administrative tasks.
  • Monitor departmental policy documents and ensure up-to-date compliance tracking.
  • Monitor the Highly Cashable Log and respond to inquiries
• Cross-functional Support & Back-up Duties
  • Provide backup support for the following area: PIC NA Planning OA, SSR BP OA, South PC OA, and North BP OA
• Other
  • Develop and complete Job Instruction Sheets (JIS) and policies/procedures for all key activities within your area of responsibility. Apply process knowledge and collaborate with all necessary contributors to complete JIS forms with accuracy and consistency
  • DOMO report review for all BP areas
  • Support system conversions pertaining to BP
  • Required to work with confidential data
  • Perform other related duties as assigned by management
  • When required, must be able to work extended hours to meet deadlines
  • Support Annual & Revised Plan data gathering as needed or requested by management.

• Associate degree in Business Administration, Accounting, or Finance

  OR

  +1.5 years completion of college-level coursework in Business Administration, Accounting, or Finance combined with a minimum of eight (8) years of relevant professional experience will be considered in lieu of the degree requirement.

• Ability to manage several projects simultaneously while meeting deadlines, maintaining a productive work schedule, and data accuracy. Strong organizational skills.
• Ability to complete tasks, projects, and responsibilities in a timely manner and by the assigned due dates. Strong time management skills.
• Display daily persistent and eagerness to improve productivity.
• Excellent attention to detail and well-developed written and oral communication skills
• Demonstrates the ability to independently manage job responsibilities, tasks, project priorities, and deadlines with minimal support.