Senior Operations Administrator

5 days ago

Remote, Oregon, United States EnerStar Solutions Full time

POSITION SUMMARY

EnerStar Solutions Senior Operations Administrator is a result driven, committed, and customer service-oriented position. Being an integral part of EnerStar, the Administrator will be adaptable to changing roles within the function, the job requires performing routine clerical and administrative functions such cost allocation, revenue billing, 3rd party transaction reconciliation, divisional data analysis, and communication with other administrative functions such as payroll, accounts payable, and accounts receivable.

Core Duties & Responsibilities

  • Prioritize safety in all tasks and comply with company and client safety protocols
  • Champion EnerStar Core Values in all professional activities along with the Finance & Administration Team Charter
  • Create purchase orders as requested
  • Support the division with their admin needs such as per diem spreadsheets, coordinating customer tickets with through various portals (Email, Open Ticket, etc.) for approval with company men
  • Assisting with asset inventory control documentation
  • Assist with special projects and perform any other duties related to the position as directed by the Administration Manager
  • Assist with month end closing to be completed by the 9th of each month
  • Ensure all tickets are closed monthly for reporting purposes
  • Code and approve all vendor invoices for monthly reporting (3rd party invoice reconciliation)
  • Communicate effectively with Divisional Managers and Operations staff as needed
  • Consistently meet and exceed deadlines
  • Match invoices to expected costs and investigate discrepancies both internally and with vendors
  • Ensure timely, complete receipt of information from customers for ticketing and advise appropriate team members (Operations, Sales, etc.) when additional information is needed
  • Serve as the primary point of contact for ticketing (customer billing) in the division
  • Provide support to Operations Administrators during month-end close and as needed with general inquiries throughout the month
  • Conduct training sessions and teach best practices within the company in coordination with the Administration Manager
  • Draft and distribute other divisional reports related to labor, service tickets, or other divisional performance aspects as requested
  • Manage relationships with both vendors and customers
  • Lead special projects across various divisions
  • Supervise inventory control and conduct inventory counts
  • Ensure strict adherence to monthly deadlines
  • Create and generate ad hoc reports as required
  • Participate in training & development programs along with mentoring Operations Administrators
  • Participate in other relevant tasks as required and assigned

Travel: The individual in this role should be able and willing to travel as required by EnerStar.

POSITION REQUIREMENTS

Education:

  • Post secondary certificate, diploma, or degree is preferred

Experience:  

  • Minimum 2 years of experience in similar administrative positions
  • Experience within the Oil & Gas industry is considered an asset

KNOWLEDGE, SKILLS, AND ABILITIES

  • Strong knowledge of MS Excel, Windows, & MS Office Suite
  • Knowledge of accounting terms such as accrual, profit margin, and
  • Attention to details, accuracy and strong organizational and problem-solving skills
  • Ability to multi-task and effectively manage time to meet required deadlines
  • Great written and verbal communication skills
  • Ability to interact independently, co-operatively and professionally with all stakeholders
  • Strong focus on safety and quality of work and environmental awareness
  • Flexibility and adaptability

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