AM Administrator - Order Processing

PRIMARY RESPONSIBILITIES:

• Maintain and enter time when necessary.
• Enter and receive purchase orders and code invoices; maintain PO logs and communicate with the accounting department, buyers, and vendors to reconcile all past due accounts.
• Monitor all inventory purchases and standard cost differences.
• Track incoming billing documents and verify for accuracy and prepare for billing.
• Open, close and bill work orders.
• Maintain documentation for billing including scanning, filing, mailing, and maintaining needed files.
• Work with Accounting and Quality on all audits.
• Work with Credit department to have new Customers set up, existing Customers changed and resolve any AR issues.
• Order office supplies.
• Maintain, order, and assist with computer setup and problems.
• Maintain phone listing and company vehicle listing.
• Assist with and track revenue and budgeting for the department.
• Assist Management with necessary policies and guidelines.
• Stock Work Orders resolved and work with Warehouse to close to locations.
• Transfer cost between locations.
• Prepare Commercial Invoices as needed.
• Perform other work-related tasks as assigned.
• Comply with all NOV Company and HSE policies and procedures.

FACILITY/GROUP SPECIFIC RESPONSIBILITIES:

• Check commercial aspects of incoming purchase orders and Confirm order to customer.
• Create, maintain, and process orders in ERP system and Oracle system.
• Order verification and control
• Budget/Cost allocation/updates
• Review 3rd party vendor and Intercompany Invoices
• Prepare and complete invoicing.
• Review, and create and/or verify billing summary.
• Follow-up & invoicing of secondment
• Warranty cost entries
• Finalize Order
• Follow-up revised PO from customer, as required.
• Invoice order
• Process Credit and Rebill
• Customer Portal Administration (Invoices/Orders)
• Follow-up Invoices / Accounts Receivables
• On-site Administration Quotes.
• Order Processing related tasks support 
• Purchase Requisition
• Process Purchase Requisitions
• Receive Purchase Orders Documentations
• Ensure relevant documents are stored in the Document Management System
• Upload & maintain revisions in the Document Management System 
• Filing/Printing/Faxing, as required
• Reporting
• Miscellaneous Customer Registration
• Back-up support with holiday cover for the Administration Team / (Main backup) Order Processing duties
• Carry-out any other relevant duties as assigned

EDUCATION & EXPERIENCE QUALIFICATIONS:

• College Degree or equivalent work experience preferred
• Ability to work independently and under minimal supervision
• ERP / Oracle and relevant system knowledge.
• Result-oriented
• Multitasking abilities
• Good time-management skills
• Accuracy and attention to detail
• Organized, structured & efficient
• Team Player
• Great interpersonal and communication skills 
• Energized by routines and Structured tasks set by management 
• Imbued with a strong sense of customer focus (internal/external)
• Committed to self-improvement and development through the role