This position is responsible for providing administrative support for field and internal operations including documentation collection and organization, data audits, and data entry for Accounts Payable, Accounts Receivable, and Payroll workflows. Main functions will include coordination of vital information and documentation between field personnel, billing team, travel team, and project managers, producing AR invoices, processing AP invoices, and weekly payroll processing. Additional duties include assisting Project Manager(s) on project specific and day to day tasks, and general administrative duties. This role includes access to highly confidential information so discretion is required. Travel will be required.

 

Essential Functions

Assist Project Manager(s) with project related tasks including, but not limited to, travel request coordination, vendor and supplier coordination, shipment tracking, and inventory management Coordinate with field personnel, both remotely and in person as required, to collect daily timesheets, field documentation, receipts, and invoices Review, audit, and process field documentation for AR invoicing, expense reporting, and AP purposes Coordinate with centralized billing team regarding invoicing schedules, draft reviews, and approvals Audit and communicate necessary revisions in a timely manner to the billing team to ensure accurate and punctual AR invoice production in compliance with billing procedures Uphold our strict billing confidentiality policies Communicate project cost and invoicing updates to BAMCOR Project Manager(s) as required Train personnel responsible for field documentation production as needed Set up new vendors/subcontractors, ensuring each meets all BELFOR requirements Send out vendor packets, submit to Home Office and enter in JDE if approved Audit W-9s and Insurance Certificates periodically Set up new customer information in accounting system Ensure all payroll is completed and submitted by deadline with appropriate approvals Create check requests and process for mailing when received Key in job changes, enter/update suppliers and update COI info into JDE Other projects and duties as assigned 

Experience and Qualifications

High School Diploma or equivalent, Bachelor degree preferred 2+ years of administrative or accounting experience Project Management or relevant experience a plus English language fluency and literacy required, Spanish language fluency a plus Advanced computer skills with an emphasis on Microsoft Office and Google products, primarily Excel/Sheets and Word/Docs Strong written and verbal communication skills Attention to detail and keen sense of safeguarding other people’s property and information Ability to work under time constraints to meet specific deadlines Ability to multi-task and excel in a fast-paced, team-oriented environment.

Physical Requirements

Occasional lifting from 5-40 lbs, unassisted (from 0-15% of the time) Sitting for extended periods of time Manual dexterity needed for keyboarding and other repetitive tasks The ability to bend, crouch, or stand as necessary.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Disclaimer

The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified.

 

BELFOR Holdings is an Equal Opportunity Employer