Service Center Project Specialist (Finance)

Summary

The Service Center Project Specialist is fully proficient in applying established standards, works independently, and may instruct, train, and/or coach less senior service administrator(s) or project accountant(s). This position ensures high levels of organizational effectiveness, communication, and safety, assists in improving service center procedures, and is a supporting member of the management team of the service center.

Primary Duties and Responsibilities

• Analyze, prioritize, and provide timely entry of billing data into Oracle ERP system.
• Create and issue accurate invoices to customers (including preparation of supporting documents) and manage customer expectations.
• Actively participate in job tracking from project creation through final billing (updating change orders in FQL, file maintenance for project folder, timesheet review, etc.)
• Maintain the Forecast Quote Log; tracking projects, purchase orders, revenue projection, invoicing.
• Review project labor, travel expenses, material charges and parts receipts to ensure proper allocation of project related costs processed through FSL, CONCUR, WAWF, & Oracle.
• Provide project related customer and sub-contractor support (including certificates of insurance, customer and sub-contractor information requests, etc.)
• AR Collections - contact customers as invoices become due, assist company accounting department with collections and payments as required.
• Provide support to Service Center Manager as required and attend Service Center management meetings (as requested).
• Participate in Daily Layered Accountability.
• Provide support to the Services & Solutions Controller (including FQL maintenance, project analysis and tracking, and other requests as needed).
• Work with Beloit Finance team in support of audit requests.
• Provide training to less senior service administrators.

• Cross-train and provide backup for the Service Center Administrator.
• Answer inquiries from vendors and suppliers and research discrepancies.
• Review and process employee time and attendance on a weekly basis; review employee labor for utilization tracking in the Forecast Quote Log.
• Prepare hardship bonus requests for qualified employees upon return from out of area projects.
• Assist employees with processing expense reports in CONCUR as needed.
• Answer employee inquiries, including payroll issues, IT needs, travel arrangements, etc.
• Perform office duties for the service center such as preparation of correspondence, maintaining files, ordering office supplies, scheduling meetings, etc.
• Review accounts payable invoices of vendors and service providers and process for payment through AP Department in Beloit
• Track office G&A budget to ensure accurate and timely reporting.
• Complete project file maintenance as needed in support of AR invoicing.

All other duties as assigned.

Qualifications and Educational Requirements

• Associate degree in a business curriculum is preferred (Business, Accounting, etc.)
• 4+ years' office management experience, two (2) years prior Service Center Administrator experience preferred.
• Understanding of basic accounting principles/practices
• Prior experience with invoicing and paying bills, preferably in a manufacturing or service business.
• Thorough knowledge of policies and procedures
• Strong organizational, planning, and time management skills, and ability to multi-task and prioritize.
• Excellent communication skills (written and verbal), and attention to detail.
• Expertise with related internal systems (Oracle ERP, CRM, etc.)

• Advanced proficiency in Microsoft Excel, Word, Outlook, PowerPoint, Adobe Acrobat and related Google applications
• Experience dealing with government contracts and WAWF (Wide Area Workflow)
• Ability to maintain a high level of confidentiality.
• Excellent problem solving and decision-making skills.
• Demonstrated customer relations skills and ability to work in a team environment.
• Self-motivated
• This position requires access or potential access to Unclassified Naval Nuclear Propulsion Information, which is Not Releasable to Foreign Nationals (NOFORN) data. Therefore, to meet NOFORN requirement, you will have to provide proof of US Citizenship and attest that you do not have dual citizenship. Acceptable proof of US Citizenship is a US Passport, US Birth Certificate or Naturalization Certificate.

This specification is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. Ability to competently perform all the essential duties of the position, with or without reasonable accommodation, demonstrated commitment to effective customer service delivery, and the ability to work productively as a member of a team or work group are basic requirements of all positions at Fairbanks Morse Defense.