As a member the Business Administrator handles order entry, set up, invoicing and overall financial aspects of service orders, contracts, demand orders, small upgrades, and projects as assigned.
The BA shall follow the internal procedures on order entry and administration, invoicing and collections in their assigned regions. The BA will monitor financials in regards to local order bookings and involve Local Management, as necessary, when financial and contract issues arise. The BA will participate in the project and service management reviews as well as any other reviews over open orders as necessary. Overall financial responsibilities are within the scope of the Local Management and Local Finance; however the BA will also monitor the progress on their assigned open orders and will adjust planned and forecast costs as necessary or inform Local Management of variances and request guidance for adjustments to the orders.
Typical duties/responsibilities for administration may include, but are not limited to, the following:
Order entry of orders in assigned location.
o Order entry into SAP as per ATPA local database or open job request form
o Set up of hours, parts, materials, subcontract labor, etc. in SAP
o Creation and responsibility of purchase requisitions
o Movement of proposal to contract in Lotus Notes Database if required
o Notification of order booking to customer and other employees as necessary
Open Order Management
o Monthly the BA will assist Ops Manager to review the open orders and revenue forecast and identify which orders are ready to be invoiced and any other issues
o Update SAP with correct order information including invoice month, planned margin
o Take detailed notes and maintain organization of open orders to work with project management to ensure timely and efficient invoicing to customers upon order completion
o Timely invoicing of order as required and instructed from project management and/or operation management
o Calculation and submittal to customer of change order requests for time, material, expenses, etc. as needed.
o Receipt of revised purchase order from customer as needed
o Follow up with customer on payment and open AR disputes
o Maintain accurate notes on open AR and issues
o Follow up on open POs and ensure invoice is received and updated
Order reviews and involvement of Project Management and/or Operation Management on issues that prevent order entry or invoicing per procedures.
o Resolving of terms and conditions issues with project management when required
o Creation of contract / order acknowledgement forms and signature as required
o FCM Modification as required for booking of projects and/or large orders
o Complete adherence to SOX controls and notification to local management when SOX control is not performed
o Requires knowledge and use of:
Excel – intermediate skill level
SAP: Knowledge of Customer Service and Project System Modules
Internal Database and Software
Group Policies and Directives
Local SOX Control Processes
Ad hoc support of project and operations management
Qualifications: High school diploma and 2 to 5 years of experience in business administration; alternatively, a special combination of education and experience and/or demonstrated accomplishments.