Important Notice About the Application Process
This position offers use of our AI screening tool as part of the initial candidate review. While completing the AI screening is optional, please note:
The AI screener helps us streamline the Candidate intake process, but rest assured—you’ll still work directly with a Masis recruiter throughout the rest of your hiring journey.
General Responsibilities
• Supports department’s employees and management administration and maintenance of all projects related content.
• Upon winning a bid and receiving a PO, Set-Ups project in Financial System (Sage 300).
Ensures all aspects of project are available immediately in Sage 300 for the project team and accounting team.
• Enters and reconciles projects’ Accounts Payable and Accounts Receivable
Financial System, ensuring all information (Packing Slips, Receipts, and other supporting documents) is available for Trip Matching in accounting. Supports accounting and management, answering questions and solving problems.
• Enters and reconciles project labor, making sure that labor entry is
accurate, timely, and reconciled. Supports accounting, payroll, and foremen, answering questions and solving problems.
• Aggregates all Quotation/Bid/Estimate content during and after submission, eliminating use of emails and other uncontrolled means of storage.
• Familiar with Server File Structure, understanding the process where bid package content is stored and maintained per company requirements.
• Helps their department ensure Quotation/Bid/Estimate Workflow
Compliance (correct forms and system are used).
• Upon winning a project, helps to clarify all required content for Project
Information Package (forms, records, checklist, and permissions), facilitating the conversion from bid packer to work breakdown and execution.
• Supports department manager and project by creating weekly, monthly, and quarterly reports.
• Facilitates communication within and between departments to ensure smooth and timely follow up to customer/prospect inquiries
• Works closely with Customer Service Coordinator to continuously improves the Quotation/Bid/Estimate business processes, giving feedback on how project can be set-up and launched more efficiently.
• Develops and maintains their own technical competence using MIT business systems and methods, with training and communication between peers.
• Handles routine activities and requirements of the role efficiently and in an organized manner
• Completes other supporting tasks as assigned by Group Manager,
Assistance Managers and Service Rep Measurable Results
• On Time project set-up and administration until the end of the project
• Absolute control of all content all submitted labor and AR/AP content with associated error rate
• Content capture and management to ensure 100% transparency and accessibility of project content to stakeholders (Data when you need it where you need it)
• Accurate communication of project specific data related to cost and resource usage for project performance and assessment
• Measurable reduction in project launch and administration errors, missing content, and late submissions
• Improved interdepartmental communication on multi-trade bids, support foremen and management, identifying opportunities and process that can be improved.
Working Relationships
• The Operations Coordinator will report to a Group Manager
• On certain projects, the other supporting Group managers may direct work, particularly if the effort is a multidepartment effort
• The Operations Coordinator communicates with all stakeholders associated with launching won bids and supporting project execution.
• The Operations Coordinator has relationships with Customer Service, Finance, and Procurement
Technical Qualifications
The Operations Coordinator shall have excellent enterprise level computer and MSOffice skills.
??????? An AS/BS in business administration is useful, but experience and attention to details is quality valued.
Job Demands
The Operations Coordinator shall be comfortable working in office areas adjacent to heavy
equipment and fabrications areas. The use of PPE and aware training in certain environment is required.
Masis Staffing is committed to providing a workplace free of discrimination, harassment, and retaliation. We are an equal opportunity employer. Applicants, employees, and former employees are protected from employment discrimination based on race, color, religion, sex (including pregnancy, sexual orientation or transgender status), national origin, age (40 or older), veteran status, disability and genetic information (including family medical history).
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