Financial Operations Administrator / USA

Job Title: Financial Operations Administrator

Location: Miami, FL or Fort Lauderdale, FL

Job Type: Regular, Full-Time

EEO Job Class: Administrative Support Workers

FLSA Status: Full time, Non-Exempt

Department: Operations


JOB DESCRIPTION

 

Summary/Objective

Responsible for performing a variety of support duties to the Horizontal Directional Drilling (HDD) Department. Assists in the preparation, verification, maintenance, filing and retrieval of records. Checks submitted documents to be included for client bids, proposals, and statements for completeness and compliance to company documentation policy. Provides documentation support as well as general administrative support directly to Operations Manager as well as Operations department.

This position will also work closely with the finance, accounting, and senior management to compile, consolidate, and analyze data to support decision-making and executive presentations. You will also play a key role in ongoing system analysis and maintenance, troubleshooting and making best practice recommendations and other business & financial systems.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and competencies.

• Manages record keeping system that includes filing systems, recording information, updating paperwork, tracking information, and/or maintaining documents.
• Document Control - prepares and tracks documentation records for bids, proposals, purchase orders, equipment records, and maintenance records.
• Scans, reads, and properly routes documentation to appropriate destination.
• Performs general office duties and clerical duties, such as making copies, preparing agendas, and creating/modifying documents. 
• Work with Accounting Department to reconcile department expenses and finances.
• Keep track of all payments and expenditures, including payroll, purchase orders, invoices, statements, etc.
• Reconcile processed work by verifying entries and comparing system reports to balances.
• Maintain historical records.
• Pay vendors by scheduling pay checks and ensuring payment is received for outstanding credit; generally responding to all vendor enquiries regarding finance.
• Coordinates schedules, meetings, appointments, and travel for department.
• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Coordinates with related departments as required.
• Attends and participates in meetings as required.
• Performs miscellaneous clerical functions and special projects as assigned.
• Present a professional image at all times to clients/ vendors and maintain a positive reputation of the company.
• Follow all relevant company policies and procedures.
• Assists other departments as necessary and perform other tasks as assigned.

 
Supervisory Responsibility

N/A

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.  This job may require exposure in the field.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Position Type/Expected Hours of Work
This is a full-time position, and hours of work and days are Monday through Friday, office core hours or as required. Flexibile work schedule available for earlier or later start and corresponding earlier or later finish. Occasional evening and weekend work may be required as job duties demand. Position will start from home due to COVID and will later transition full-time to the office.

Travel

Travel may be expected as the needs arise.

REQUIREMENTS

• High School Diploma required.
• Minimum of 4 years’ experience in administrative functions and documentation.
• Minimum of 2 years’ administrative experience working in an industrial environment

• Minimum of 2 years’ experience using Quickbooks
• Experience and in-dept knowledge using Microsoft Excel such as creating Pivot Tables

 
Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

This is an excellent opportunity to become part of a privately owned, growing Project Development Company who is driving forward increasingly specialized and innovative solutions. The successful applicant will receive competitive compensation, medical benefits, dental, vision, paid time off, and a flexible working schedule. On top of competitive compensation, the candidate will receive medical benefits, PTO, and more.