Project Administrative Analyst - Power Systems

Primary Job Role

Matches all vendors' invoices with the appropriate Company Purchase Order, and verifies that the dollar amounts, Purchase Order numbers, prices and quantities, are correct. Hand stamps all vendors invoices for payment approval, filling in the required data fields, verifies that the items were received, and then forwards to the Operations Manager for his signature and approval. Updates IMACS with the paid vendor invoice information for each project and then files the appropriate paperwork in the specific job file folder.

Handles all PSD sales invoicing for assigned projects and makes sure that the customer sales invoice is processed within 24-48 hours of shipment. Responsible for coding all corporate UPS invoices, and those for PSD personnel personal shipments. Reviews and verifies internal freight charges via DSI report for assigned projects.

Responsible to ‘SCORE’ Caterpillar delivered units confirming a final sale. Submits NTO (‘Notice to Owner’) forms to Credit Dept. as requested. Distributes electronic invoices from Caterpillar to assigned Cost Analysts.

Coordinates with Sales and Project Management teams to monitor the current project budget vs. actual paid costs to assure that we maintain the expected gross profit margin wherever possible.

Requests booking cost entries on partial customer invoices; also requests reversal of any booked costs and sets up accrual estimates at time of final project invoice.

Verifies and processes the PSD Salesmen's Commission Report, and sees that all daily, weekly and monthly data reports are printed out and submitted to Management for final approval.

Creates the Job folder; enters and maintains various project-related information in both DBS and iMACS software systems. Executes final project cost analysis for assigned projects as part of annual Caterpillar audit.

Attends and participates in all bi-weekly JIP meetings as scheduled, and prepares JIP reports. Acts as the primary contact for Phoenix Products for job ID's and Purchase Orders. Act's as the backup person to the other Project Analysts and assumes their role and duties pertaining to costing out and reviewing all PSD projects prior to invoicing when needed. Rotates all of the PSD job files and maintains current year and past two years file storage on the PSD 2nd floor offices.

Performs other duties as assigned.

Essential Job Competencies

Safety: fully supports, encourages and follows safe work behavior, and considers safety of paramount importance in the workplace.

Job Specific Skills: Demonstrates the required depth and mastery of knowledge and skill associated with the job as identified in the Learning Management System (LMS) and other applicable sources. Demonstrates the effective application of the job specific knowledge, skills and ability required to resolve job related challenges in the workplace. Refer to job specific training requirements for the job identified in the LMS.

Communication: Uses active listening skills, conveying information with the appropriate medium that is clear and easily understood. Uses feedback to verify effective and accurate communication has occurred. Ensures that others having a need to know are kept informed about developments, progress, problems and plans through consistent, effective communication. Avoids surprises.

Political Astuteness: Understands how their roles, products, and services relate to and impact those of other work units. Properly identifies the real decision makers and the individuals who can influence them. Builds relationships with key players to gain support and get things done within ethical parameters. Uses knowledge of the organization and political climate to solve problems and accomplish goals.

Takes Initiative: Takes appropriate action to resolve issues without requiring direction. Seeks out others involved in a situation to learn their perspectives. Makes difficult decisions in a timely manner. Is willing to make decisions in difficult or ambiguous situations, when time is critical. Assertive in a group when it is necessary to facilitate change, overcome an impasse, face issues, or ensure that decisions are made.

Results Oriented: Has a strong sense of urgency and commitment to achieve desired results in the face of obstacles and frustrations. Remains focused, does not get bogged down in unnecessary detail. Identifies and utilizes the most efficient methods to successfully achieve tasks on time despite unforeseen events. Driven, maintains a sense of urgency and adjusts schedules as needed to achieve without sacrificing quality of work.

Confidence and Drive: Confident in one's own ideas and capability to be successful; willingness to take an independent position in the face of opposition. Approaches challenging tasks with a "can-do" attitude. Driven to see projects and tasks through to successful completion, is not swayed by resistance and focuses on achievement of the initiative.

Adaptability: Adapts to changing business needs, conditions, and work responsibilities. Adapts approach, goals, and methods to achieve solutions and results in dynamic situations. Recovers quickly from setbacks, and finds alternative ways to reach goals or targets. Open to different and new ways of doing things; willing to modify one's preferred way of doing things.

Credibility: Demonstrated concern to be responsible, reliable, and trustworthy. Maintains commitments. Respects the confidentiality of information or concerns shared by others. Is honest and forthright with people. Takes personal responsibility for the quality and timeliness of work. Punctual, follows instructions, policies, and procedures.

Fostering Teamwork: Listens and responds constructively to other team members' ideas. Offers support for others' ideas and proposals. Is open with other team members about his/her concerns. Works for solutions that all team members can support.

In 1962, Ring Power Corporation became a full-line Caterpillar dealer in North Florida, and later expanded its authorized territory to include Central Florida.

Today, Ring Power Corporate headquarters in St. Augustine oversees the operations of 18 branch locations throughout the state of Florida, including large regional facilities in Tampa and Orlando and crane and forklift sales and service facilities in Pompano. Ring Power also has eight facilities outside of Florida - The Carolinas, Georgia, Texas & Tennessee- to serve the needs of other specialized industries and customers.

Ring Power Corporation has become one of the largest Caterpillar dealers in the Southeastern United States through dedication to the mission of customer service. In order to preserve the "Customers First" reputation that Ring Power was built on, we continually train our employees and work closely with our customers to assure complete satisfaction, especially after the sale.

Currently, more than 2,300 employees at 20+ locations throughout Florida and the United States work hard to provide the highest quality construction equipment, backed by responsive, professional service and support at every level.

Education and Experience

Formal Education High School diploma or GED

Experience 3-4 years

Required / Credentials

Able to easily and effectively comprehend written material and communicate orally and in writing with employees and customers.

Computer skills required are MS Office, Word, and Excel.

Excellent attention to detail.

Desire to work with numbers.

Not Required but Highly Desired Criteria

Some college preferred.

Understanding of basic accounting principles.

Updating of Knowledge

Job requirements occasionally change requiring re-training to stay current every 3-5 years.

Responsibility for Change, Innovation, Overall Improvement, and/or Effectiveness

Problem Solving Job requires basic problem solving ability using established examples / guidance.

Creativity Job requires some creativity to generate solutions or improve effectiveness within well-established boundaries.

Autonomy Job is closely monitored and allows for no significant discretion or independence in scheduling or methods of completing assigned work.

Working Environment

Stress Load Occasional exposure to these stresses (less than 20% of the time).

Workload Fluctuation Job involves occasional changes in priorities, complexity and/or quantity of work.

Work Schedule Work is routinely performed during regular business hours with rare exceptions.

Organizational Impact

A person's performance in this job has noticeable immediate impact on expense, efficiencies or achievement of overall department objectives.

Supervisory Responsibility

Job has no subordinates / no supervisory responsibility (may work independently or as a member of a team)

Physical Demands

"NA": Not Applicable

"O": Occasionally - (up to 3 hours/day)

"F": Frequently - (3-6 hours/day)

"C": Constantly - (6-8 hours/day)

Environmental Conditions

"NA": Not Applicable

"O": Occasionally - (up to 3 hours/day)

"F": Frequently - (3-6 hours/day)

"C": Constantly - (6-8 hours/day)

C: Inside conditions: Protection from weather but not necessarily from temperature change.
N/A: Outside environmental conditions: No effective protection from weather.
N/A: Extreme cold: Temperatures below 32 degrees for periods of more than one hour.
N/A: Extreme heat: Temperatures above 100 degrees for periods of more than one hour.
N/A: Noise: sufficient noise to cause the worker to shout to be heard above the ambient noise level
N/A: Vibration: Exposure to oscillating movements of the extremities of whole body.
N/A: Hazards: Includes a variety of physical conditions (i.e. proximity to moving mechanical parts, electrical current, working in high places, exposure to heat and/or chemicals.
N/A: Atmospheric conditions: One or more of the following conditions that affect the respiratory system or the skin: Fumes, odors, dust, mists, gases or poor ventilation.
N/A: Oils: There is air and/or skin exposure to oils and other cutting fluids.
N/A: Air particulates / contaminants: the worker is required to wear respirator.

RING POWER CORPORATION, INC. IS AN EQUAL OPPORTUNITY EMPLOYER