EDUCATION AND EXPERIENCE

Formal Education High School diploma or GED
Experience 3-4 years

UPDATING OF KNOWLEDGE

Job requirements occasionally change requiring re-training to stay current every 3-5 years.

Matches all vendors’ invoices with the appropriate Company Purchase Order, and verifies that the dollar amounts, Purchase Order numbers, prices and quantities, are correct. Hand stamps all vendors invoices for payment approval, filling in the required data fields, verifies that the items were received, and then forwards to the Operations Manager for his signature and approval. Updates IMACS with the paid vendor invoice information for each project and then files the appropriate paperwork in the specific job file folder.
Handles all PSD sales invoicing for assigned projects and makes sure that the customer sales invoice is processed within 24-48 hours of shipment. Responsible for coding all corporate UPS invoices, and those for PSD personnel personal shipments. Reviews and verifies internal freight charges via DSI report for assigned projects.
Responsible to ‘SCORE’ Caterpillar delivered units confirming a final sale. Submits NTO (‘Notice to Owner’) forms to Credit Dept. as requested. Distributes electronic invoices from Caterpillar to assigned Cost Analysts.
Coordinates with Sales and Project Management teams to monitor the current project budget vs. actual paid costs to assure that we maintain the expected gross profit margin wherever possible.
Requests booking cost entries on partial customer invoices; also requests reversal of any booked costs and sets up accrual estimates at time of final project invoice.
Verifies and processes the PSD Salesmen’s Commission Report, and sees that all daily, weekly and monthly data reports are printed out and submitted to Management for final approval.
Creates the Job folder; enters and maintains various project-related information in both DBS and iMACS software systems. Executes final project cost analysis for assigned projects as part of annual Caterpillar audit.
Attends and participates in all bi-weekly JIP meetings as scheduled, and prepares JIP reports. Acts as the primary contact for Phoenix Products for job ID’s and Purchase Orders. Act’s as the backup person to the other Project Analysts and assumes their role and duties pertaining to costing out and reviewing all PSD projects prior to invoicing when needed. Rotates all of the PSD job files and maintains current year and past two years file storage on the PSD 2nd floor offices.
Performs other duties as assigned.