Business Administrator

Job Title: Business Admin

Reports To: CFO

Job Summary:

The Business Admin will support the administrative and operational activities throughout the project lifecycle, including quoting, project award, ongoing project management, project closeout, purchasing, logistics, and various administrative functions. The ideal candidate will demonstrate strong analytical capabilities, attention to detail, effective communication skills, and organizational proficiency.

Key Responsibilities:

Quotation and Customer Setup:

• Prepare and manage customer credit applications.
• Coordinate customer account setup prior to project award.

Project Initialization, Monitoring, & Management:

• Finalize and approve customer credit applications and payment terms.
• Review contracts to confirm relevant details, including payment terms, engineering charges, freight, and other conditions.

• Create and manage orders within the ERP system.

• Collaborate with Sales to review billing on a monthly basis.

• Monitor and manage Accounts Receivable (A/R) activities.

• Coordinate final invoicing, addressing damages and shortages.

Purchasing & Inventory Management:

• Process vendor proposals, obtain necessary approvals, and issue purchase orders.
• Oversee re-rental transactions, including PO creation and invoicing.
• Maintain accurate inventory records, monitoring financial impacts within the administration system.

Accounting and Administration:

• Process invoices for rentals, sales, damages, and freight.
• Manage expense reporting, accounts payable (A/P), and credit card postings.
• Handle lien filings and associated documentation.

Administrative and Operational Support:

• Manage office supplies and coordinate building maintenance (e.g., HVAC).
• Support marketing initiatives, including ordering promotional materials and managing gifts such as holiday items.
• Provide logistical support for travel coordination and tradeshow participation.
• Serve as a primary point of contact for all office inquiries, handling in-person administrative requests efficiently.

Qualifications:

• Bachelor's degree in Business Administration or related field.
• 4+ years of experience in business administration, finance, purchasing, or a related area.
• Accounting, Data Entry, Math Skills, Attention to Detail, Confidentiality, Reporting, Deadline-Oriented, Self-Motivated
• Ethical Conduct: Demonstrates integrity, aligning personal and organizational behaviors with ethical standards
• Relationship Building: Establishes and maintains effective working relationships internally and externally
• Effective Communication: Clearly and timely communicates verbally and in writing
• Client-Focused: Anticipates and responds proactively to internal and external client needs
• Teamwork: Collaborates effectively with others to achieve organizational goals and resolve issues
• Decision-Making: Evaluates situations critically to make timely, informed decisions
• Organization: Prioritizes tasks, develops schedules, and systematically tracks progress and data
• Planning: Sets strategic goals, creates action plans, and evaluates outcomes to advance organizational objectives
• Problem Solving: Identifies causes, analyzes information, and recommends solutions to effectively resolve issues

Qualities for success:

• Positive Attitude: Belief in the power of a positive mindset for success.
• Entrepreneurial Spirit: Encouragement for vision, drive, and innovation.
• Open-mindedness: Embracing new ideas and perspectives.
• Passion for Work: Appreciation for enthusiasm and dedication.
• Team Player: Understanding the importance of collaboration.
• Positive Attitude: Belief in the power of a positive mindset for success.

Benefits:

• Competitive salary and benefits with company paid medical, dental, vision, and life insurance.
• PTO and 401k (with match).

**principals only**