The Front Office Processor will be responsible for providing a comprehensive and flexible contract administration service to the customer, maintaining concise records of all construction contract transactions and to liaise regularly with the client and onsite construction team.
Responsibilities
- To assist with the control of all financial and commercial aspects of construction related contracts
- To assist in the production of supporting financial information for T5CS related projects
- To maintain and update both manual and computer records relating to T5CS contracts
- To prepare and issue predefined reports, which form part of the contract and customer requirement
- Liaise closely with the Project Manager, ensuring accurate processing of quotations and purchase orders, invoices, time sheets and PTO records
- To undertake general office duties involving T5CS related contracts, to include:
- Correspondence and filing
- Minutes of meetings
- Preparation of reports and documentation
- Updating of electronic records
- Material ordering and administration
- Vendor administration
- Raising purchase orders and ensuring that purchase orders are updated when changes required.
- Production of valuations and presentations of results
- Contract renewal documentation
- Quote logging and processing
- Process of timesheets from engineers, chasing and checking quality of data
- Contract set up (PPM/ System support)
- Application of Billing preparation
- Contract escalation process and updates
- To manage the Accounts Payable process for the contract which includes:
- Upload, index and code A/P invoices and work with Managers to facilitate timely A/P workflow approvals within Yardi Payscan module
- Set up executed purchase orders in Yardi for accurate application and tracking of contract operating and capital expenditures
- Interface with vendors, customers, executives, facility management leadership, and internal finance team to address and resolve any inquiries or issues
- Respond to vendor inquiries and reconcile vendor statements
- Maintain accurate A/P records and files to ensure compliance with IRS rules
- To enable full auditable trails with, for example but not limited to, invoices, timesheets, material orders and goods received note
- To be responsible for the commercial support on the contract through to the final account
- All other work as assigned by T5CS executive leadership
EDUCATION AND EXPERIENCE
- 3+ years in a Contract Administration role or related experience, required
- Construction, Real Estate, or Property/Facilities Management Accounting experience, required
- Accounts payable and job costing experience, required
- Data Center experience, preferred
KNOWLEDGE, SKILLS, ABILITIES, AND COMPETENCIES
- Strong proficiency in the use of spreadsheets and Windows, required
- Handle confidential information in a sensitive and professional manner, required
- Excellent verbal, written, and interpersonal communication skills, required
- Ability to manage multiple tasks under strict deadlines while working independently, required
- Ability to interact professionally with all levels of the organization, required
- Exceptional organizational, quantitative and problem-solving skills, required
- Exceptional attention to detail, required
- Ability to approach problems both logically and creatively, required
- A drive to exceed expectations and be part of a dynamic growing organization, required
- An energetic self-starter with a “can-do / whatever it takes” attitude who can perform under pressure, work successfully on tight deadlines, and identify and resolve problems as they arise, required
$60,000 – $70,000 a year