Installation Purchasing Assistant

3 months ago

Greensboro, United States Allen Industries Inc Full time
Job DescriptionJob Description


Job Summary: The position of Installation Purchasing Assistant provides administrative support to the Installation Department to ensure the deliverer and installation of the product is as per agreed upon customer requirements.

Essential Functions:

  1. Receive PO requests from Install Coordinators and Issue the po to the sub-Contractor
  2. Review the scopes of the work with Install Coordinators to verify clear instructions prior to PO being sent to Sub-Contractor.
  3. Request, receive and post all signed po’s.
  4. Revise or cancel po as needed per the request of Coordinator.
  5. Receive Invoices from Sub-Contractors and or Coordinator and apply costs accordingly for monthly billing.
  6. Work with Coordinator to help maintain positive margin level when extra costs are involved.
  7. Assist coordinator when needed to obtain completion information, photos and invoices.
  8. Track short payments and facilitate invoice/account hold’s due to problems on job site.
  9. Review closeout package on completed projects, confirm permits, invoice and verify all work is complete – Photos, all cost for job are on invoice, install, survey, permitting & extras are accounted for and attached.
  10. Set up new Sub-Contractors into database.
  11. Confirm Sub-Contractor credentials and verify Insurance to be Allen certified.
  12. Request Allen’s COI from Allen’s insurance company when required.
  13. Produce and maintain Open Purchase Orders and Vouched Invoices not Received reports.
  14. Assist with research for the Install margin report each month when needed.
  15. Train, Coach and mentor staff as appropriate to improve knowledge and aid when needed with questions and problems pertaining to process that relates to my daily tasks
  16. Follow the rules and regulations related to the safety of all employees working for the Company
    1. Adherence to all mandated safety procedures including: driving policy, production area safety requirements and fire safety
    2. Safety requires all employees to review materials provided by the Company related to any updates on safety procedures
    3. Informs management of any safety related issues
  17. Perform other duties as assigned.

Competencies:

  1. Ability to prioritize tasks and handle numerous issues simultaneously
  2. Customer/Client Focus
  3. Organized, detail and results oriented
  4. Strong analytical and problem-solving skills with the ability to exercise sound judgment and make good decisions based on the best interests of the company
  5. Strong customer support skills.
  6. Ability to maintain a professional demeanor at all times
  7. Strong sense of urgency to complete tasks in a timely manner
  8. Excellent interpersonal, oral and written communication skills
  9. Ability to work independently, with minimal supervision
  10. Ability to work in a fast-paced, high-volume environment
  11. Time management
  12. Computer proficiency including Microsoft Office Suite (Outlook, Word and Excel) and database software
  13. Ethical conduct
  14. Ability to understand architecture and construction drawings.
  15. Flexibility
  16. Confidentiality

Work Environment: While performing the duties of this job, the employee will work in a professional office and manufacturing environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The employee is frequently exposed to fumes or airborne particles, moving mechanical parts and vibration. The noise level in the work environment can be loud. The use of hearing protection and safety eyewear is required. The use of additional specific safety equipment may be required.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. While performing the duties of this job, the employee is often required to perform the following activities:

  1. Standing.
  2. Walking. Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.
  3. Sitting. Ability to sit at a desk for long periods of time.
  4. Fingering. Picking, pinching, typing or otherwise working, primarily with fingers.
  5. Grasping. Applying pressure to an object with the fingers and palm.
  6. Talking. Expressing or exchanging ideas by means of the spoken word.
  7. Hearing. Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.
  8. Light work. Exerting up to 10 pounds of force occasionally, and/or up to 5 pounds of force frequently, and/or negligible amount of force constantly to move objects.
  9. Visual Acuity. To perform close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; and visual inspection.
  10. Reaching: Extending hands and arms in all direction

Position Type/Expected Hours of Work: This is a full-time, 40 hour a week position with overtime as required.

Travel: No travel required

Educational Requirements:

  1. Highschool diploma or GED

Knowledge Requirements:

  1. Administrative experience in working with production, purchase order, billing and more
  2. Proficient with common PC based software (Microsoft Excel, Word, Outlook, etc.)

General Disclaimer: The duties listed above are intended only as illustrations of the various types of work that may be performed. Other duties may be assigned as needed by the Company. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Allen Industries is an Equal Employment Opportunity, Affirmative Action Employer. We consider applicants for all positions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, marital, disability or veteran status.

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