Division Coordinator - Field

Summary:
The Field Coordinator is responsible for performing and overseeing a wide range of administrative activities, ensuring smooth Division office operations, supporting Division project managers and technical specialists, and assisting with Division office financial tasks.

Essential Duties and Responsibilities:
Duties may include, but are not limited to -

Administrative Support:

• Create Fed-ex shipments as needed.

• Participate in the Division safety program.

• Assist Division Administrative Assistant and Division Analyst as needed.

• Track and order office supplies as needed.

Financial Assistance:

• Create payment request for Division related expenses.

• Process all incoming vendor checks.

• Create reclassifications, submit them for approval and track status.

• Assist Division Analyst with monthly forecasting, accruals, and associated reporting.

• Input project approval requests in SAP via WBS/AR process.

Employee Support and Training:

• Support employees through timesheet entry process and familiarize them with pay codes and company policies utilizing the ADP system.

• Create and reconcile monthly expense reports for Division staff, capturing employees' monthly credit card (Pcard) expenses in Concur. Verify coding and required documentation are attached.

• Assist project managers with work offer/change order requests in Apttus.

Invoice and Vendor Management:

• Initiate new customer and vendor request for vendors to be added to SAP or Apttus.

• Work with Business Partners and vendors to ensure the required documentation is obtained and supplied to business partners.

• Review, code, submit invoices and credit memos into the SAP Accounts Payable system ensuring that all charges are accurately allocated to the correct asset and track approval and payment status.

• Process Journal Entries for invoice corrections

• Review invoices to ensure they are routed through the appropriate system/group (i.e. Apttus, Purchasing, OpenText).

• Invoice Processing Tasks to include:

  • Verifying the correct vendor number and/or alternate payee number has been selected in Apttus.

  • Verifying invoice amount and/or tax is correct and adding pertinent information.

  • Once the invoice is approved, verify that invoice posted for payment to be released.

  • Process retainage release invoices by preparing reconciliation report verifying the amount of a vendor's invoice matches the amount of retainage that was initially withheld, obtain contractor's completion affidavit from project manager and prepare required documentation to process retainage release invoices.

• Assist division personnel, corporate personnel, and vendors with various invoice and Apttus inquiries and requests which includes payment status inquiries and Apttus timesheet\milestone inquires.

• Contact vendors to resolve billing discrepancies and ensure accurate submittal of invoices.

• Verify invoices against contracts (via Apttus) to comply with terms and rates.

Training and Continuous Improvement:

• Attend training on relevant software and programs, such as Excel, PowerPoint, Apttus, Concur, and other new tools introduced by the company.