Job Description

We are Matter Surfaces- an industry-leading architectural surfaces company headquartered in Southeastern Massachusetts with distribution centers throughout the US, showrooms in NYC and LA and a nationwide sales network. Building on our over 50 years of growth and success in the building materials industry, we are just getting started! We are a team of passionate individuals who think that our business isn’t just our products- it’s our relationships.

We pride ourselves on building partnerships with our clients, vendors and each other and believe that we succeed when those around us do. We live by our values of passion, collaboration and impact and create an open environment in which everyone has a voice, is listened to, and is valued for their contributions. Our people are our greatest asset and the core of our success.

OVERVIEW

The Selected Services Program Administrator participates in the coordination of certain aspects of new and existing Selected Service Projects/Programs. This position is designed to execute the administrative tasks associated with these accounts along with the organization layout and applicable reporting.

ESSENTIAL DUTIES AND RESPONSIBILITIES including the following:

• Administrative support for Selected Service Program and Program Managers.

Installation coordination

• Work with program managers to prepare work order documents – such as labor tickets and project schedules.
• Coordinate with installation sub-contractors schedules ensuring installations are completed at committed to dates and times.
• Complete all upfront and closeout installation paperwork.

Order entry and Project data

• Utilizing the ERP project management function as well as Smartsheet enter and track installation dates and contact details.
• Execute quotes and orders via the ERP software.
• Research freight issues as they arise and communicate updates to team.
• Upload completion photos to customer/client portal when required.

Invoicing

• Review installer’s invoice, against labor ticket and any associated change order.
• Submit installers invoice to AP to be processed.
• Notify AR that the project can be billed.
• Assist with client accrual billing documentation.

QUALIFICATIONS AND COMPETENCIES:

• Basic knowledge of MS Office (Word, Excel, and Outlook).
• Proficient written and verbal communication skills. Able to effectively communicate and work well with all levels of management and staff in a professional manner.
• Detail oriented, accurate, highly organized with excellent follow through.
• Flexible/adapts easily to changing priorities. Able to multi-task.
• Ability to participate and work in a team environment as well as work independently with limited direction.

EDUCATION AND/OR EXPERIENCE:

• High School Diploma or equivalent.
• 1-3 years customer service experience or equivalent experience.

PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this Job, the employee should anticipate the following requirements essential for this position; including:

• The ability to communicate orally with others. (Co-workers, management, customers, vendors).
• Regular use of a telephone and e-mail for company communication.
• Constantly operates a computer and other office machinery
• Good manual dexterity for the use of office equipment and tools.
• Specific vision abilities including; close, distant, color, peripheral vision, depth perception and the ability to adjust focus.
• Sitting or Standing for extended periods (up to 75%).

Job Tags

Similar Jobs