Responsibilities within this position, include the following (understanding that from time-to-time, business and/or project requirements may dictate other requirements for support):
Reception / Phones (# 2 Backup)
General Administration/Support as required
Work Order Log (project numbering)
Maintain log of assigned WO#s for both Shop and Field
Billings
Main contact for all issues/concerns
Extension calculations on Work Orders
Invoicing (in office and off-site work)
Cash Sales transactions (credit/debit card processing)
Progress Estimate preparation, review and process for approval
Costing of all Time Sheets for T&M; work
Holdback tracking/reconciliation (Customer)
Sub-Contractor invoicing verification/tracking to project
Accounts Receivable
Follow-up on outstanding accounts > 30 days
Receive all notifications of EFT for Receivables
Receive/apply payments / reconcile discrepancies
Point of contact re A/R issues
Support for Plant Manager
Prepares quotes/estimates
Print drawings
Prepares all correspondence, photocopying
Responsible for packaging, labeling, and scheduling pickups for outgoing courier shipments
Project Initiation through to Close Requirements:
Project Binder preparation for Field Project Manager
Copy of contract and special project requirements
Collective Agreement details specific to project
Documents for project initiation meeting, time sheets, field reports, safety documents, etc.
Maintain Daily Reports
Purge/archive files at project close
Project Accounting/Tracking/Reporting
Main contact re: Project details/information/issues
Maintain all project documentation
Full cycle - open to close, archive