Business Administrator/Project

GENERAL JOB SUMMARY

The Business Administrator will perform a range of accounting, administrative, and clerical activities as required for the efficient execution of rental contracts, daily equipment and office related administration.

CORE AREAS OF RESPONSIBILITY

1. Rental

2. Accounting

3. Administrative

4. Maintenance Administration

5. Fleet management 

CORE AREAS OF RESPONSIBILITY

1. Rental

· Assist customers with disputes and questions

· Handle customer requests for special projects relating to equipment rentals on their jobs

· Create and maintain equipment files; both digital and physical utilizing the equipment intake/disposal sheet

· Coordinate with Rental Vision contact and IT services to ensure updates and IT issues are resolved

· Open and close contracts utilizing the DPO process

· Enter and verify data to assist in accurate coding of job numbers

· Alternate resource for PM’s on job sites regarding equipment requests, repairs, etc.

· Assist with hotel stays as needed

· Provide backup to Rental Manager

2. Accounting

· Maintain updated loans list and process all payments, ensuring timeliness and accuracy

· Ensure reporting periods are closed timely and accurately; monthly and quarterly

· Process credit card reconciliations and payments

· Manage the petty cash drawer and reconcile into QuickBooks

· Review all A/P invoices and payments for accuracy and compliance to procedure

· Prepare, verify and process invoices for customers

· Research and resolve payment discrepancies, process adjustments as approved

· Record payments and deposits

· Bank runs, as necessary, for the sale of assets etc.

· Assist with financial management and analysis when requested by Controller

· Enter both: bills for payments and parts into inventory

· Prepare weekly check runs following company procedure

· Charge expenses to accounts and class code by analyzing invoice and recording entries

· Process check requests, W9’s, 1099’s and various tax forms to the IRS (i.e. form 2290)

· Create purchase orders and match to invoices

· Reconcile vendor statements, research and correct discrepancies as needed

· Complete credit applications for new vendors

· Process credit references for customers

· Responsible for purchase order requests for supplies and inventory needed for the shop

3. Administrative

· Coordinate, oversee, and perform a wide variety of administrative duties and program support activities for all Lokes entities

· File statement of facts for each Lokes entity for the articles of incorporation

· Apply for and maintain various permits and ensure they are current and up to date

· Request and obtain all insurance documents from the appropriate contact for all vehicles, trailers, equipment and rentals

· Monitor Lokes entities office supplies, checks and forms, and order accordingly

· Generate statements and reports to reconcile the different company’s statements

· Create new vendors in the system, respond to vendor inquiries

· Responsible for the addition and removal of items on the insurance policy

· Gather information for insurance claim processing

· Process all DMV related items

· All administrative duties, as needed

4. Maintenance Administration

· In charge of creating, tracking and completing all Work Orders (WO), and Field Service Orders (FSO)

· Process all WO’s and FSO’s, review for accuracy and completeness concerning parts, materials and labor

· Verify that all equipment serviced will have the miles/hours logged, when applicable

· Maintain the filing of completed WO’s and FSO’s

· Assist shop foreman with order status of requested items and price comparison/s

· Check to make sure that accurate data has been entered into the database

· Contact supervisor/s regarding incomplete information

· Develop and maintain improved records within the Rental Vision database

· Generate statistical reports based on maintained data to help determine the value of equipment

5. Fleet management

 ·Coordinate and monitor fleet vehicle maintenance schedules

· Track and maintain records for all fleet vehicles, including repairs, inspections, and service history.

· Receive requests for vehicle use, coordinate intake and scheduling, and ensure proper allocation of vehicles.

· Ensure vehicle availability by managing the scheduling calendar effectively.

· Ensure all vehicles comply with state and local regulations, including emissions tests and inspections.

· Track and renew vehicle registrations, license plates, and other required DMV documentation.

· Assist with the preparation of necessary paperwork for vehicle leasing or purchasing, including insurance verification.

· Communicate with internal departments to ensure vehicles are available for operations and projects