What are the responsibilities and job description for the Project Clerk position at Aireko?
Job Summary:
Performing administrative clerical and accounting activities is support to several projects. Requires knowledge of payroll, billing, database, administration procedures and office systems.
Duties and Responsibilities:
- Assist engineers in requests for technical information to suppliers, contractors and subcontractors. Generate and receive correspondence from the projects making sure to stamp the date to the documents, plans and all correspondence and distribute copies to the corresponding officers.
- Processes payroll of weekly and biweekly employees and ensures that they are submitted on time. Assist in the processing of new hires, employee termination, change notifications and evaluations.
- Assists in the elaboration of subcontracts. Request and check that the required documents are correct and valid. Ensure subcontracts are getting paid as work is being conducted by processing payment. Prepare and initialize Subcontractor Authorization for Payment once invoice by the subcontractor. Keeps a log of all the subcontracts being worked on, where payments can be view and changes are made.
- Assist in the purchase orders and receiving reports with the objective of maintaining zero discrepancies, ensuring that the ordered and/or rented equipment and material matches the delivered invoice and is billed to the project. If discrepancies are found the clerk must carry out the necessary processes so that accounting can process, be it change orders, requests of credits, invoices, etc.
- Review discrepancies report issue by accounting. When discrepancies are found they must be resolved by creating a report indicating the cause of the discrepancy. If there is any claim made by a contractor, subcontractor, supplier or employee, the clerk must assist, investigate and clarify the situation.
- Create recurring authorizations for payments, e.g., rent payments, leasing, petrol, credit cards, employment agencies etc. Must maintain a lot of processed payments where the period and the quantity processed can be determined. Create special payments authorizations usually from services that do not include labor or materials.
- Assist in the closing of projects by ensuring that all purchase orders and subcontracts are closed, if they are open the clerk must investigate to ensure they have not been paid and process the payment to close the open orders.
- Maintain a digital file of all process documentation
Requirements:
- High School Diploma
- Associate degree or equivalent in business administration or accounting or related experience preferred.
- Two years of experience in administration and coordination.
- Must be computer proficient, with strong skills in Windows programs like Excel, Word, Power Point and Outlook.
- Fully bilingual in English and Spanish is preferred.
- Able to work extended hours.
- Confidentiality.
- Be a facilitator, proactive, organized, able to work under pressure and independently with little supervision.
AIREKO is proud to be an Equal Employment Opportunity and Affirmative Action employer. The Company's policy is not to unlawfully discriminate against any applicant or employee on the basis of race, color, sex, religion, sexual orientation, gender identity, gender expression, national origin, age, disability status, genetic information, military or veteran status or any other applicable legally protected considerations made unlawful by federal, state, or local laws.
