Operations Coordinator
Parma, MI 
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Posted 14 days ago
Job Description
Operations Coordinator
Job Locations US-MI-Parma
2022-4756
Internal Title Operations Coordinator
# of Openings 2
Category Administrative/Clerical
Position Type Permanent Full-Time
Company Bio

JANX is a well-established company and leads the market in highly specialized non-destructive testing and inspection services. JANX is located in the center of numerous unique industries which provides our employees with a wide range of experience.

We provide NDT, new construction, maintenance, and inspection services in all aspects of the oil and gas industries, including exploration, transmission, refining, storage facilities, and all oil related support industries.

Position Purpose
    The purpose of the Operations Coordinator is to support all operational departments by project set-up, timesheet review, paperwork validation, contract and project billing to ensure client specific invoicing requirements are met and our Accounts Receivable aging is minimized.
Duties and Responsibilities
  • Perform / review the field technician ADP time entry and project coding for all operational employees in preparation for manager approval, with absolute assurance over data submission and coding accuracy; this includes reviewing and validating hours worked in conjunction with billing documentation to account for all hours.
  • Perform quality control review of all field documentation including but not limited to timesheets, reader sheets, customer specific backup, and other required paperwork.
  • Review and understand the client contracts and rate sheets, working together with the Contracts Department to ensure client and project setup are accurate and billing rates are applied correctly to pro forma invoices as per client specific and project specific requirements.
  • Entry of all billing data into Company ERP system weekly up to invoice finalization status; ensure billing is completed, finalized, and sent to the client accurately and timely. This includes submission into client portals and acceptance.
  • Responsible for the complete and accurate tracking and reconciliation of project expenses, hours and support in client mandated systems or spreadsheets.
  • Coordinate and assist all work order set up requests according to the project reporting hierarchy requirements of both Project and Customer Management; follow and submit requests for project order setups.
  • Coordinate and assist with field technicians and clients to ensure we have the correct data to set up and communicate project tracking information.
  • Responsible for the generation of simple project data reports upon the request of management including hours worked for clients, non-billable hours, and other reports as requested.
  • Contact for Regional Directors and Division Managers; assisting and supporting their inquiries and maintaining communication with them.
  • Other clerical duties as required including but not limited to maintaining files, copying, scanning, and other required duties.
  • Assist with client collection activities on past due invoices, invoice resolution for payment.
  • Follow and enforce Company policies at all times.
  • Demonstrate excellent communication skills, professionalism, and promote a positive customer service attitude internally and externally
  • Enforce and abide the requirements of safe operation and personal safety using required Personal Protective
  • Equipment and Safe Practices per company policy
  • Perform all other duties as assigned.
Supervisory Responsibilities
  • Not applicable.
Knowledge and Skills
  • Must have working knowledge of MS Office Suite of products
  • Must have working knowledge of ERP systems and/or Project Planning applications
  • Ability to review and understand field paperwork and how it relates to customer contract and billing requirements.
  • Understanding of project hierarchy system structure
  • Ability to data mine and apply root-cause analysis
  • Detail orientated, and deadline driven
  • Strong organizational, multi-tasking, and problem-solving skills
  • Effective communication skills, both verbal and written, to diverse groups of people
  • Diligent and assertive, with good inter-personal skills, maintaining a positive can do attitude
  • Ability to effectively communicate ideas and suggestions professionally
  • Shows willingness and aptitude to use own discretion in taking appropriate steps in finding solutions to problems; presents options and ideas to enhance current processes or procedures. Takes on additional responsibility when both big and small tasks need to be done.
  • Ability to develop constructive and cooperative working relationships with others, and maintaining them over time
  • Firmly adheres to the values and ethics of Applus+ and JANX. Exhibits honesty, discretion, and sound judgment
Education and Work Experience
  • 2 years of applicable office administration experience.
  • 2 years of applicable billing experience in a project ERP system, and/or project planning and scheduling system / software preferred.
  • Bachelor's Degree (BA/BS) in a related business course, preferred
  • Collections experience preferred.
  • Employees must be legally authorized to work in the United States. Verification of employment eligibility will be required at the time of hire. Visa sponsorship is not available for this position.
Certificates and Licenses Required
  • Not applicable.
Physical Activities and Requirements
  • The ability to listen to and understand information and ideas presented through spoken words and sentences.
  • The ability to read and understand information and ideas presented in writing.
  • The ability to communicate information and ideas in writing so others will understand.
  • The ability to choose the right mathematical methods or formulas to solve a problem.
  • The ability to see details at close range (within a few feet of the observer).
  • The ability to communicate information and ideas in speaking so others will understand.
  • The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
  • The ability to add, subtract, multiply, or divide quickly and correctly.
  • The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
  • The ability to identify and understand the speech of another person.
  • Stooping: Bending body downward and forward by bending spine at the waist. This factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles.
  • Kneeling: Bending legs at knee to come to a rest on knee or knees
  • Crouching: Bending the body downward and forward by bending leg and spine
  • Reaching: Extending hand(s) and arm(s) in any direction
  • Standing: Remaining upright on the feet, particularly for sustained periods of time
  • Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another
  • Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position to-position. This factor is important if it occurs to a considerable degree and requires the substantial use of the upper extremities and back muscles
  • Dexterity: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling
  • Grasping: Applying pressure to an object with the fingers and palm
  • Talking: Expressing or exchanging ideas by means of the spoken word; those activities where detailed or important spoken instructions must be conveyed to other workers accurately, loudly, or quickly
  • Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction, and having the ability to receive detailed information through oral communication, and making fine discriminations in sound
  • Repetitive motions: Making substantial movements (motions) of the wrists, hands, and/or fingers.
  • Sedentary work: Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
  • The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines (including inspection); using measurement devices; and/or assembly or fabrication of parts at distances close to the eyes.
  • The worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes
  • In compliance with American with Disabilities Act (ADA), Applus+ will make reasonable accommodations that are appropriate and consistent within our legal obligations.
Working Conditions
  • The physical environment requires the employee to work inside an office environment, protected from weather conditions but not necessarily from temperature changes.
  • The noise level in the work environment is usually quiet to moderate.
  • Overtime may be required during the week and weekend with work volume.
  • Travel not required.

JANX is an equal opportunity employer in all aspects of employment to all individuals regardless of race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation or any other non-job related factors.

 

Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Experience
2+ years
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