Job Title:
Storage Administrative Assistant
Type:
Contract Temp
Location:
Pearland, TX
The Storage Administrative Assistant is responsible for supporting storage projects from RFQ through final invoice.
Roles & Responsibilities
•Foster an environment of teamwork, compliance and continual improvement
•Adhere to the Company's objectives, i.e.
Safety, Quality, Environmental and Information Security
•Ensure compliance with departments standard operating procedures
•Work closely with sales team to develop commercial proposals
•Provide commercial and project management support during the inquiry to billing phases of customers equipment to be stored at client site
•Perform Proposal Development:
o Acknowledge receipt of inquiry
o Perform cost/margin workup
o Create commercial proposals
o Support customer communication
o Ensure that all project documentation is filed in the appropriate location
•Perform order receipt:
o Acknowledge the receipt of new orders
o Manage commercial documents
o Complete order booking in SAP
•Project Execution:
o Complete and submit project handover
o Work with team for issuance of purchase requisitions and orders
o Plan and coordinate execution of storage work scope
•Perform commercial project closing:
o Process and submit invoices to customer A/P per PO
•Answer customers' questions about storage services, prices, and space availability
•Manage & support the team in all Commercial and Execution matters to ensure highest level of customer satisfaction/support
•Consult with clients after sales or contract signings to resolve problems and to provide ongoing support
•Ensures commercial & execution practices comply with business goals and safety requirements
•Maintain high customer satisfaction ratings that meet company standards
•Attend weekly production meetings
•Responsible for managing storage financial functions and reporting of business information:
o Managing monthly closing efforts
o Managing Invoicing and collection process
o Interfacing with Accounting
•Responsible for cost controlling and performance analysis of projects
•Perform commercial reporting and controlling tasks:
o Prepare project margin reviews
o Prepare monthly / quarterly reports (cost allocation, booking, sales and forecast)
o Provide feedback to AR unbilled and AR aging reports
o Manages SAP maintenance activities
•Work closely with storage execution team
•Responsible for accurate recordkeeping of all items received into storage
•Contribute to department KPI's
•Responsible for managing and maintaining storage tracker to have complete visibility of space availability while accurately tracking customer equipment
•Other duties, responsibilities and activities may change or be assigned
Requirements
•Highly organized, self-motivated, and able to work independently
•Excellent communication skills - written and verbal
•Excellent listening skills
•Excellent analytical and structured problem-solving skills
•Conduct business as a representative of the company in a professional and ethical manner
•Exhibit and promote positivity and teamwork within the organization
•Demonstrated ability to communicate clearly, present solutions and influence effectively at all levels of the organization
•Familiarity with MS Dynamics, SmartSheets and SAP
•High personal productivity and motivation
•Understanding of Commercial Terms and Conditions
Preferred Skills
•Sound business operations and commercial awareness
•Proficiency in MS Office
•Ability to work with internal and external customers, sales, and vendors in a fast-paced environment
Physical Demands
•Ability to sit and work in front of a computer for majority of the day
•Minor lifting of files and/or boxes Work environment
•Warehouse environment