Full job description

Responsibilities within this position, include the following (understanding that from time-to-time, business and/or project requirements may dictate other requirements for support):

Reception / Phones (# 2 Backup)

General Administration/Support as required

Work Order Log (project numbering)

• Maintain log of assigned WO#s for both Shop and Field

Billings

• Main contact for all issues/concerns
• Extension calculations on Work Orders
• Invoicing (on-site and off-site work)
• Cash Sales transactions (credit/debit card processing)
• Progress Estimate preparation, review and process for approval
• Costing of all Time Sheets for T&M work
• Holdback tracking/reconciliation (Customer)
• Sub-Contractor invoicing verification/tracking to project

Accounts Receivable

• Follow-up on outstanding accounts > 30 days
• Receive all notifications of EFT for Receivables
• Receive/apply payments / reconcile discrepancies
• Point of contact re A/R issues

Support for Plant Manager

• Prepares quotes/estimates
• Print drawings
• Prepares all correspondence, photocopying
• Responsible for packaging, labeling, and scheduling pickups for outgoing courier shipments

Project Initiation through to Close Requirements:

- Project Binder preparation for Field Project Manager

• Copy of contract and special project requirements
• Collective Agreement details specific to project
• Documents for project initiation meeting, time sheets, field reports, safety documents, etc.

- Maintain Daily Reports

- Purge/archive files at project close

Project Accounting/Tracking/Reporting

• Main contact re: Project details/information/issues
• Maintain all project documentation
• Full cycle - open to close, archive

Project Closure / Termination

• Statutory Holdback reconcile/Billing
• Warranty Holdback reconcile/Billing
• Turnover package / Closing requirements
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