Project Administrator

Company Background

Founded in 1975, Mid-State started out as a Machine Shop with 15 employees servicing mostly the Phosphate industry. Today, Mid-State employees over 500 people serving the Phosphate, Chemical, Power, Citrus, Sand & Aggregate, and many other industries by offering turnkey solutions including field maintenance, fabrication, dragline repair, machining, pump repair, gearbox repair, and valve repair. Mid-State is equipped with industry experts, over 200,000 square feet of shop space, and overhead crane capacity up to 35 tons all which allow us to meet all of our clients' needs. http://www.midstateindustrialcorp.com

Essential Duties

• Creation and maintenance of all contract values and budgets.
• Input and maintain change orders and change order requests.
• Monitor project progress throughout the life of the project.
• Prepare partial, final lien releases, and all required notices related to jobs and subcontractors.
• Input and maintain project forecasts.
• Secure all necessary approvals and ensure that standard company procedures are followed.
• Complete reporting per job status for Account Manager deviation.
• Communicate with Project Controllers and Managers when flags arise to clear them.
• Comply with confidentiality for Customer information and Invoicing Guidelines.
• Verify accuracy of billing data and revise any errors.
• Prepare itemized statements, bills, or invoices and record amounts due for items purchased or services rendered.
• Perform bookkeeping work, including posting data or keeping other records concerning costs of goods or services or the shipment of goods.
• Operate typing, adding, calculating, or billing machines.
• Resolve discrepancies in job cost accounting records.
• Contact customers to obtain or relay account information.
• Review documents, such as purchase orders, sales tickets, charge slips, or time sheets, to compute fees or charges due.
• Keep records of invoices and support documents.
• Monitor equipment to ensure proper operation.
• Fix minor problems, such as equipment jams, and notify repair personnel of major equipment problems.
• Consult sources, such as rate books, manuals, or company representatives, to determine specific charges or information such as rules, regulations, or government tax and tariff information.
• Track accumulated hours and dollar amounts charged to each client job to calculate client fees for professional services, such as legal or accounting services.
• Update manuals when rates, rules, or regulations are amended.
• Compute credit terms, discounts, shipment charges, or rates for goods or services to complete billing documents.
• Answer inquiries regarding rates, routing, or procedures.
• Compile reports of cost factors, such as labor, production, storage, and equipment.
• Create billing documents, credit memorandums, or credit forms.

Skills & Qualifications

• High School Diploma or GED, with 1+ years of experience in billing or an Office Administration role, is required. Will also consider a Bachelors Degree in an applicable study area (such as Business or Accounting.) with no experience.
• Excellent Time Management and Organizational skills. Managing one's own time and the time of others. Developing goals and plans to prioritize, organize, and accomplish your work.
• Strong sense of urgency and ability to prioritize a high-volume task.
• Proficiency with Outlook, Excel and Word. (Or desire and capability to become proficient.)
• Above average Communication Skills, required. Communicating clearly via phone, in written form, e-mail, or in-person.
• Excellent Attention to Detail - being careful about detail and thorough in completing tasks.
• Must be a Cooperative Team Player - displaying a good-natured, cooperative attitude.
• Dependability - job requires someone who is reliable, responsible, and fulfills obligations.
• This position has access to sensitive information. Must always be honest and ethical and always operate with a high-level of integrity.
• Adaptability/Flexibility - being open to change (whether it is personally perceived to be positive or negative) and to considerable variety in the workplace.
• Self-Motivation and Initiative - willingness to take on responsibilities and challenges, by one's own initiative - not only when asked.
• Independence - developing one's own ways of doing things, guiding oneself with little or no supervision, and depending on oneself to get things done.
• Follow-up and Persistence in the face of obstacles.
• Achievement/Effort - establishing and maintaining personally challenging achievement goals and exerting effort toward mastering tasks.
• Analytical Thinking - analyzing information and using logic to address issues and problems.

Other Information

• This is a non-exempt position.
• This position reports to the Project Administration Manager.
• This position typically has 0 direct reports.
• Mid-State is proud to offer benefits to all of its full-time employees. Benefits available include; Medical, Dental & Vision Insurance, Life and AD&D Insurance, Disability Insurance, 401(k), Vacation, Holiday pay, and an Employee Assistance Program.

Physical Requirements / Working Environment

• Location is at 2721 Mine and Mill Road, Lakeland, FL.
• This is a full-time position. Days and Hours of work may vary but they are generally Monday through Friday, between the core hours of 8 am to 5 pm. Must be willing and able to work overtime - nights, weekends and holidays, when necessary.
• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
• This is a largely sedentary role; however, while performing the duties of this job, the employee will be frequently required to use hands to finger, handle, or feel objects, or controls; reach with hands and arms, talk and hear. This position will require occasional standing, walking, balancing, stooping, kneeling, and crouching. Must be able to occasionally lift or move up to 10 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
• Mid-State maintains a firm commitment in providing a safe and healthy work environment for its employees and quality services to its clients. Mid-State is a drug-free workplace. Must be able to pass a post-offer / pre-placement drug screen and job-related employment physicals. Must also submit to a post-offer / pre-employment background check and motor vehicle report.

Must be legally authorized to work in the United States.

Mid-State participates in E-Verify. Go to https://www.uscis.gov/e-verify to learn more.