Production Resource Group

  • Administrative Assistant (Scenic)

    Job Location(s) US-NV-Las Vegas
    Posted Date 1 week ago(8/8/2018 11:13 AM)
    Job ID
    2018-1375
    # of Openings
    1
    Category
    Administrative/Clerical
  • Overview

    PRG Las Vegas Scenic Technologies is seeking an Administrative Assistant to assist with clerical and office admin support. Responsibilities include, but are not limited to, the tasks outlined below. This is an hourly position. Admin Assistant will be handling confidential records as part of assigned duties so appropriate level of screening is essential.

    Responsibilities

    Show Site Payroll: Includes Showpay and FAR’s (Kronos)

    • Collect, calculate and address any corrections, i.e. hour or pay discrepancies
    • Track all costs per project associated with Show Site Payroll for Month End Close

    Daily Payroll:

    • Kronos Payroll
    • Collect, calculate and track costs for Month End Close
    • Calculate Man Days for update of Shop Monitor
    • Showpay Payroll (Shop)
    • Collect and verify time against clock
    • Prepares spreadsheet for costs per project for Month End Close
    • Calculates and prepares Man Day spreadsheet for update of Shop Monitor
    • Every Monday prepares the summary of the above weeks work for payroll processing
    • Cornerstone Payroll
    • Collect, calculate and track costs for Month End Close
    • Calculate Man Days for update of Shop Monitor

    Purchasing

    • Reviews, verifies PO Requisition prior to submitting to Purchasing
    • Once PO is complete it is matched to PO Requisition, electronic copy is saved in s:/drive
    • Approve PO’s via Fusion
    • Costs accounted for per project for Month End Close
    • File in project file
    • As arises responsible for any revisions and/or corrections which can require research

    Hold Report

    • Coordinate with Shop Supervisor and AP Department to research any discrepancies
    • Take the necessary steps to ensure discrepancies are resolved
    • Responsible to ensure report is clear for Month End Close

    Fastenal/Showpay/Cornerstone Invoices

    • Coordinates with Shop Manager if Fastenal Invoice does not have project coding
    • Showpay and Cornerstone project coding occurs in the daily process of payroll verifies/update project costs for Month
    • End Close
    • File

    Cash Forecast

    • Make sure items are included on cash forecast list
    • Maintain and update cash forecast list on a weekly basis
    • Submit to AP Department for the master report for Corporate

    Project Set Up

    • Create project number in Oracle i11 for Kronos payroll and In Fusion for project accounting
    • Create project in Kronos for project accounting
    • Create project Folder
    • Update Monthly Budget Sheet for Month End Close
    • Update and distribute Project List
    • Update Daily Project Reporting sheet
    • Submit Invoice Request as completed by PC/PM for Client deposit
    • Maintain all project folders

     Billing/Invoicing

    • Track all projects and invoicing for each project
    • Review and verify PC/PM completed Invoice Request for accuracy against Budget Sheet
    • Submit to AR Department for processing

    Month End Reconciling

    • Verify all cost are entered for Month End Close
    • Run all necessary Fusion reports for each project
    • Reconcile Fusion Reports to PCS
    • Research and resolve discrepancies between both reports
    • Report final Revenue and Cost numbers to Controller
    • Track and report project accrual amounts to insure proper final numbers
    • Communicate with PM/PC to verify final revenue numbers and cost budgets

    Misc.

    • *Use all information that is tracked and report to Operations and Sales Manager relevant information to help them make
    • choices on the best way to move forward in the division.
    • *Keep team aware of all situations that affect the day to day operations of projects,

    (i.e.:  Max out credit cards, vendors on hold, etc.)

    • *Support the entire team by coordinating their needs to meet “paperwork” requirements
    • *Create, suggest and implement processes to streamline the day to day operations
    • *Offer Administrative Support to Shop Management Team
    • *Support Finance team on any request, research or questions that they may have.
    • Other duties as given by managers

    Qualifications

    • High School diploma.
    • Good working knowledge of Microsoft Office, Outlook, Word, Excel
    • Good organizational skills
    • Ability to multitask
    • Good communications skills

     

     

    Additional information

    PRG is an Equal Opportunity Employer. PRG is a drug-free work environment, pre-employment testing will be required. PRG participates in E-Verify.

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