Assistant Project Manager
4 weeks ago
Job Title: Assitant Project Manager
Location: Social Circle , GA
Duration: Contract to hire
Start Date: ASAP
Job Description:
Tasks: EXPERT IN EXCEL....billing in excel, pull spectrum reports, schedule trainings, book travel, create POs in company and client systems, help setting up new hires coming to site.
Job Description :
The PMA ensures that all administrative duties associated with contracted work are carried out in accordance with contractual obligations and in concert with the Company's requirements, including but not limited to, safety, quality, management and financial performance requirements. All aspects of the assigned work must be carried out as efficiently as possible with respect to word processing, general filing, timekeeping, records management, correspondence, project financial records, submission of required documents for billing, invoicing, purchasing and general verification of records to achieve Company performance and customer delivery goals.
Job Duties and Responsibilities:
Perform assigned word processing, general filing, timekeeping, records management, correspondence and assigned project related financial documents processing.
Self-manage assigned workload distribution.
Prefer 5+ years minimum work history in a billing or accounting position and role
Monitor, record and report project/job administrative progress and project/work related quality and safety issues and provide periodic reports on status to assigned supervisor.
Effectively coordinate and maintain all project financial documents, software system inputs and related billing/invoicing issues per Company policies and procedures.
Able to preserve confidential information; self-sufficient problem solver; work with little or no supervision and handle multiple projects simultaneously.
Manage calendars, schedule meetings and arrange travel itineraries, management of daily office activities.
Assist the program accounting department, on multiple project sites, by spot checking Labor, Material, Other-expenses and Subcontractor costs that roll up into monthly Program reports.
Review project site expenses.
Screen telephone calls, resolve routine and complex inquiries. Tracking vacation & time off requests, maintain attendance database for Program employees.
Interact and track program level billing, reporting and metrics (SPI's, KPI's, CPM)
Open and sort incoming mail, onsite
Create, correct and revise complex Excel spreadsheets, tables, charts and graphs.
Schedule and help manage weekly and monthly site meetings.
Support document control, spot check and maintain accuracy and delivery to our customer.
Conduct audits to ensure vendor/subcontractor compliance. Review invoices for accuracy and assist preparation for payment (supporting role)
Perform reporting audits for accuracy and overall delivery (safety reports, QA, labor forecasts)
Maintain program level dashboards, input, data acquisition, collection
Construction Invoicing:
- Direct Customer Interface, includes meetings with customer and 3 rd party auditors, and any other involvement needed to resolve formal approval of work needed to be billed.
- Preparation of Invoice Draft (monthly)
- Proactively correspond with customer during invoice review process, responding to questions in timely manner
- Request Invoice and waiver from Billing Administrator
- Prepare complete invoice packet
- Send complete invoice document to AP Portal
- Upload all documents to the customer Dropbox
- Request billing dollar amounts for all sites, billing due 15 th of each month
- Preparation of monthly Invoice Draft
- Send to Customer for Review and Approval
- Proactive corresponding with customer during review process, responding to questions in timely manner
- Request dollar amount approval from PM
- Request Invoice and waiver from Billing Administrator
- Prepare complete invoice packet
- Monitor forecast from PM to ensure it is completed by 15 th of the month
- Meet with Project Manager to review Forecast on or before the 10 th of month
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