Job Description

Join to apply for the Operations Administrator role at Millennium Control Systems .

Position Overview

The Operations Administrator drives a project from Order Intake to Final Invoicing, serving as the hub of our operations. The ideal candidate is detail?oriented, proficient in Excel, intuitive, and owns the process.

Responsibilities (including but not limited to)

• New Order Processing
  Order Intake Receive customer purchase orders; create and maintain project folders with related documents and project details
  Customer Purchase Order Work with Sales to ensure Quote Pricing and Hotlist match incoming order
  Ensure all aspects of customer PO align with agreed pricing, rates, terms, milestones, etc.
  CKO Schedule and attend Commercial Kick Off meetings to ensure all items are reviewed
  Project Finance Budgets Upload quoted costs and revenues to Acumatica as financial budgets for projects
  Project Labor Hours Budgets Upload quoted labor hours to Monday.com for department manager to schedule tasks
  Documentation Create Project Documentation, Order Acknowledgement, Task List, Deliverables List
• Change Order Processing
  Change Orders Perform items as above for any open project changes
  Documentation Update all necessary documents to process project change orders
• Reporting
  Capacity Run and distribute weekly capacity reports
  Backlog Maintain Backlog spreadsheet and reconciliations
  Backlog Update and distribute weekly backlog reporting to Project Management
  Startup LBSR Maintain invoicing information on Labor Billing Summary Reports in Monday.com
• Finance
  Invoicing Create and send project invoices
  Late A/R Follow up and resolve past due A/R
  Customer Purchase Orders Maintain and reconcile annual incoming purchase orders
  Customer Purchase Orders Document and maintain lists of new purchase orders and closed projects
  Team Participate as part of Finance Team to support as needed
• General
  Interact with multiple personnel and departments including Sales, Project Management, Engineering, Service, and Accounting with a focus on Project Management from inception to completion of project
  Handle customer inquiries professionally and act as a liaison between departments or personnel
  Identify areas for process improvements

What We Need You To Have

• High School Diploma or equivalent
• Cooperative attitude and willingness to assist others in a team environment
• Strong computer skills with competency in MS Office, MS Project, PowerPoint, Outlook, Word, Access, OneNote; heavy focus on Excel
• Strong analytical and decision?making skills to effectively resolve operational issues
• Attention to detail meticulous and accurate approach to all tasks, especially when handling documentation and data
• Ability to be self?motivated and work independently with minimal supervision
• Ability to learn new tasks and software
• Detail?oriented, organized, highly motivated with a positive attitude
• Ability to multi?task, organize, and prioritize
• Strong oral and written communication skills
• Excellent problem?solving and critical?thinking skills
• Outgoing, personable, and professional demeanor
• Reliable attendance a must

What Wed Love You To Have

• Previous knowledge and/or experience in Project Controlling
• Previous knowledge of Monday.com and Acumatica
• Previous experience in cooperating with Project Managers for the delivery of projects
• Accounting and/or bookkeeping experience

Additional Information

• Applicants must be authorized to work for ANY employer in the U.S. We are currently unable to sponsor or take over sponsorship of an employment Visa.

Seniority Level

Entry level

Employment Type

Other

Job Function

Management and Manufacturing Electric Power Transmission, Control, and Distribution

Job Tags

Similar Jobs