Jobs at NSB Energy

Service Administrator

Posting End Date: May 21, 2010

Reports to: Project Supervisor and Project Controller

Job function:
The Service Administrator position is member of the Controllers organization and fills an invoice verification role as outlined in the Controllers Role in Major Projects. The Service Administrator role is to manage the work processes relating to the submission of invoices to payables for materials and services needed to achieve project goals related to cost, schedule, procurement and project management through established processes and business controls.

Responsibilities (may include but are not limited to):

• Administer the invoice payment submission process:
  1. Receive invoices
  2. Route code and approve invoices to obtain approval and track to submissions to payables
  3. Follow up on code and approve invoices that require requisitions go forward.
  4. Route PO invoices to obtain receipt verification and track to submission to payables
  5. Run reports that identify code and approve invoice and follows up on transactions the require requisitions go forward
  6. Manage cheque special handling requests and distribution
  7. Follow-up and trouble shoot on payment issues (stop payment, missing payments etc.)
• eSES troubleshooting and follow up:
  1. Serve as focal point for vendor issues
  2. Manage issues related to eSES submissions
• Work closely with Procurement with the Administration of the Purchase Order Process:
  1. Monitor spend on PO’s
     • identify and correct those that appear they will be overspent
     • identify and correct those that are not being spent (invoices are coded and approved in error, or PO not required, etc)
• Monitor dates to ensure active PO’s do not expire
• Notifies Procurement when PO’s require closing

JOB ATTRIBUTES / CHARACTERISTICS

• Adaptable to changing priorities
• Strong interpersonal and communication skills required to interface with contract managers, buyers, time sheet acceptors, accounts payable, cost & schedule, project controllers, project engineering, project managers, project admin’s, etc.
• Strong Prioritization skills

Skill Area Proficiencies

• Must be computer literate and have the ability to learn a mainframe application (SAP)
• Must be well organized, highly motivated and work with minimal day to day supervision
• Able to identify time ticket and invoicing issues/improvement opportunities / root cause analysis and take action in a timely manner
• Good communication skills and ability to work with other team members
• Excel, Word, Lotus Notes

Qualifications and Experience: Senior Admin/Junior MPT/experienced Contractor