项目账户管理员
Project Account Administrator
Brice Equipment, LLC
Regular
职位简介：
项目账户管理员为Brice Equipment工业部门提供行政和项目会计支持。该职位协助项目经理、会计人员、现场团队和供应商进行项目设置、发票流转、账单支持、成本跟踪、文件控制和一般办公室协调。该职位是一个支持性岗位，专注于准确的数据录入、有序的记录管理、及时的沟通，以及帮助项目团队高效推进行政和会计流程。
主要职责：
- 在Spectrum或其他公司系统中协助进行合同和项目设置，通过录入信息、更新记录并帮助维护准确的项目文件。
- 协助应收账款相关工作，包括准备合同和工时与费用（T&M）账单的支持性文件，流转发票，并根据指示跟进未完成事项。
- 在项目经理或会计人员的指导下，协助跟踪项目预算、承诺成本、支出和支持性文件。
- 准备和更新常规报告、电子表格、日志和摘要，以支持项目经理、会计部门和部门领导。
- 协助跟踪合同、采购订单、分包协议、变更令、供应商文件和其他项目记录。
- 按照公司保留标准，保持项目文档、电子和纸质文件以及行政记录的有序和准确。
- 监控指定的日志，并根据要求跟进缺失的审批、文件、发票信息和其他项目支持事项。
- 支持发票的流转、跟踪和审批流程，以确保及时处理和付款。
- 审核项目和会计文件的完整性和准确性，并将发现的差异、缺失信息或需要更正的内容传达给相关人员。
- 协助维护项目主数据，包括客户信息、合同、采购订单、账单要求和其他项目相关信息。
- 协助进行项目收尾工作，收集所需文件，更新指定的记录和日志，并跟进未完成事项。
- 协助整理项目信息和文件，用于审计、客户请求、内部审查和管理报告。
- 为会议提供行政支持，包括
查看英文原文
Brice Equipment, LLCRegularJOB SUMMARY:
The Project Account Administrator provides administrative and project accounting support for the Brice Equipment Industrial division. This position assists project managers, accounting staff, field teams, and vendors with project setup, invoice routing, billing support, cost tracking, document control, and general office coordination. The role is designed as a support function focused on accurate data entry, organized records, timely communication, and helping project teams keep administrative and accounting processes moving efficiently.
ESSENTIAL FUNCTIONS:
- Assist with contract and job setup in Spectrum or other company systems by entering information, updating records, and helping maintain accurate project files.
- Assist with accounts receivable activities, including preparing supporting documentation for contract and T&M billings, routing invoices, and helping follow up on outstanding items as directed.
- Assist with tracking project budgets, committed costs, expenditures, and supporting documentation under the direction of project or accounting staff.
- Prepare and update routine reports, spreadsheets, logs, and summaries to support project managers, accounting, and division leadership.
- Assist with tracking contracts, purchase orders, subcontracts, change orders, vendor documents, and other project records.
- Maintain organized and accurate project documentation, electronic and hard copy files, and administrative records in accordance with company retention standards.
- Monitor assigned logs and follow up on missing approvals, documentation, invoice information, and other project support items as requested.
- Support the routing, tracking, and approval workflow of invoices to ensure timely processing and payment.
- Review project and accounting documentation for completeness and accuracy and communicate discrepancies, missing information, or required corrections to the appropriate personnel.
- Assist with maintaining project master data, including customer information, contracts, purchase orders, billing requirements, and other project-specific information.
- Assist with project closeout activities by gathering required documentation, updating assigned records and logs, and following up on outstanding items.
- Assist with compiling project information and documentation for audits, customer requests, internal reviews, and management reporting.
- Provide administrative support for meetings, including scheduling, preparing agendas, and documenting action items as needed.
- Serve as a point of contact for routine project accounting and administrative questions and direct questions or issues to the appropriate project, accounting, or management personnel.
- Communicate timely updates regarding outstanding documentation, approvals, billing items, and other assigned project support activities.
- Coordinate with field project teams, project management, accounting, vendors, and other internal departments to facilitate the timely flow of project documentation and resolve routine administrative or accounting items.
- Follow company policies, client requirements, and internal procedures related to purchasing, billing, records, and documentation.
- Work in a constant state of alertness and in a safe manner.
- Perform other duties as directed.
SUPERVISORY FUNCTIONS:
This position does not have supervisory responsibilities.
KNOWLEDGE, SKILLS, & ABILITIES:
- Knowledge of basic administrative functions and ability to perform related office and project support tasks.
- Basic understanding of project administration practices, including invoice routing, purchase orders, expense tracking, and job cost documentation.
- Ability to enter, review, and maintain project accounting information with accuracy and attention to detail.
- Ability to organize project files, contracts, purchase orders, change orders, and supporting documentation.
- Ability to manage routine deadlines and adjust to changing project support needs.
- Ability to communicate effectively with project managers, field personnel, vendors, and accounting staff to obtain information and support timely processing.
- Ability to communicate clearly and professionally through email, phone, virtual meetings, and other business communications.
- Ability to work in a team environment and provide dependable support to others.
- Ability to work independently, manage assigned responsibilities, and maintain productivity while working remotely with appropriate communication and follow-through.
- Ability to operate standard business computers and use Microsoft Office applications, including Outlook, Word, and Excel.
- Ability to learn project accounting, equipment rental, and operational software used by the division.
- Ability to learn and follow the Company’s Standard Operating Procedures (SOPs).
- Basic ability to review invoices, coding, supporting documents, and project records for completeness.
- Basic ability to work with numbers, verify calculations and amounts, and identify discrepancies in project and accounting information.
- Ability to do business ethically with customers, vendors, and co-workers.
- Strong attention to detail with the ability to enter and maintain accurate data and records.
- Ability to exercise resourcefulness in assisting management and co-workers.
- Ability to identify routine issues or missing information, determine appropriate next steps, and follow through with the appropriate person to resolve them.
- Ability to maintain confidentiality and appropriately handle sensitive business and financial information.
MINIMUM QUALIFICATIONS:
- High School Diploma or equivalent required.
- Associate degree or coursework in business administration, accounting, construction management, or a related field preferred.
- One (1) to three (3) years of office administration, accounting support, project support, customer service, or related experience preferred.
- Experience in construction, industrial services, equipment rental, or a project-based work environment preferred but not required.
- Basic proficiency with Microsoft Office applications required; experience with project accounting or ERP systems is preferred.
- Ability to pass drug and background screenings.
WORKING ENVIRONMENT:
The work environmental characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Brice Equipment has a fast-paced, multi-tasking office environment requiring efficient and accurate administrative support. At times, work may include communication with field teams or limited visits to indoor and outdoor job sites. Adaptability regarding project schedules, documentation needs, and occasional overtime may be necessary.
For the full job description including physical and environmental demands please reach out to
PREFERENCE STATEMENT
Preference will be given to Calista shareholders and their descendants and to spouses of Calista shareholders, and to shareholders of other corporations created pursuant to the Alaska Native Claims Settlement Act, in accordance with Title 43 U.S. Code 1626(g).
EEO STATEMENT
Additionally, it is our policy to select, place, train and promote the most qualified individuals based upon relevant factors such as work quality, attitude and experience, so as to provide equal employment opportunity for all employees in compliance with applicable local, state and federal laws and without regard to non-work related factors such as race, color, religion/creed, sex, national origin, age, disability, marital status, veteran status, pregnancy, sexual orientation, gender identity, citizenship, genetic information, or other protected status. When applicable, our policy of non-discrimination applies to all terms and conditions of employment, including but not limited to, recruiting, hiring, training, transfer, promotion, placement, layoff, compensation, termination, reduction in force and benefits.
REASONABLE ACCOMMODATION
It is Calista and Subsidiaries' business philosophy and practice to provide reasonable accommodations, according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.
The statements contained in this job description are intended to describe the general content and requirements for performance of this job. It is not intended to be an exhaustive list of all job duties, responsibilities, and requirements.
This job description is not an employment agreement or contract. Management has the exclusive right to alter the scope of work within the framework of this job description at any time without prior notice.
Originally posted on Himalayas