Purchaser and Operations Support Administrator

Job Description

Position Overview

The Assistant Project Coordinator plays a pivotal role in bridging financial management with project execution and service coordination. This cross-functional role oversees the full accounts receivable and payable lifecycle while supporting operational logistics, including purchasing, inventory control, scheduling, service dispatching, and compliance. Ideal for a versatile, detail-driven professional, this role ensures both financial integrity and operational efficiency within the fencing and automated gate/access control divisions.

Key Responsibilities

Accounts Payable Management:

- Oversee end-to-end AP processes to ensure accuracy, compliance, and timeliness.

- Generate and issue customer invoices; reconcile payments and vendor statements.

- Send customer statements bi-monthly for accounts over 60 days past due.

- Manage credit card reconciliations and vendor inquiries.

- Develop and enforce financial SOPs and internal controls.

- Monitor and report on financial metrics (e.g., DSO, early payment discounts).

Purchasing & Inventory Control:

- Procure materials for all fencing and gate/access control projects and service calls.

- Manage supplier relationships and confirm purchase orders, deliveries, and pricing.

- Maintain updated inventory records and mill test reports.

- Conduct monthly inventory audits and reconcile discrepancies.

Project & Service Coordination:

- Develop and update master project schedules in collaboration with field and engineering teams.

- Coordinate the dispatching of service technicians and track job completion and satisfaction.

- Support fabrication shop workflow and ensure crews are aligned with schedules and materials.

- Create and distribute "look-ahead" schedules for project forecasting.

Specification Review & Engineering Support:

- Review project specs and coordinate submittal packages and RFIs.

- Provide real-time support to field crews and assist with documentation for engineers and regulatory agencies.

- Assist in resolving technical issues during installation.

Customer & Vendor Relations:

- Handle billing and service-related inquiries with professionalism and clarity.

- Follow up with customers and vendors to resolve disputes, ensure satisfaction, and maintain strong relationships.

Safety & Compliance:

- Maintain up-to-date safety documentation and ensure distribution to relevant teams.

- Track and support Job Hazard Analyses (JHAs) and training records.

- Promote compliance with OSHA and state-specific regulations.

- Support safety meeting coordination and documentation of incidents or corrective actions.

Assistant Project Coordinator — SOPs & Qualifications

Standard Operating Procedures (SOPs)

1. Accounts Payable Management

Invoice Processing: Receive, verify, and process vendor invoices accurately and promptly.

Statement Reconciliation: Reconcile vendor statements monthly; escalate discrepancies to the Finance Manager.

Credit Card Review: Collect and match receipts to transactions for reconciliation; submit weekly summaries for approval.

Customer Statements: Send statements to all customers with balances over 60 days on the 15th and 30th of each month.

Internal Controls: Follow documented workflows for authorizations, recordkeeping, and compliance audits.

Performance Monitoring: Track AP aging and report potential issues during monthly financial reviews.

2. Purchasing & Inventory Control

Procurement Process: Generate purchase orders based on project/material requisitions. Confirm pricing and delivery schedules with vendors.

Inventory Maintenance: Log materials into inventory management systems upon receipt. Tag materials for project-specific use.

Monthly Audits: Assist warehouse staff in completing physical inventory audits and reconciling discrepancies.

Supplier Coordination: Maintain active communication with suppliers regarding lead times and delivery confirmations.

Documentation: Archive mill test reports and receipts in job folders or digital systems.

3. Project & Service Coordination

Master Schedule Management: Update centralized schedules daily in coordination with the field and engineering departments.

"Look-Ahead" Reports: Distribute 2–4 week forecasts to field crews and project managers each Monday.

Dispatching: Prioritize and assign daily service tasks to technicians, ensuring full documentation and inventory availability.

Workflow Monitoring: Track fabrication shop readiness, crew capacity, and project timelines. Flag conflicts for supervisor review.

4. Specification Review & Engineering Support

Submittals & RFIs: Prepare and send documentation for review. Track approval status and follow up on pending items weekly.

Field Support: Maintain active communication with crews to provide on-the-spot documentation and clarification.

Plan Compliance: Review blueprints/specs to verify materials and work scope alignment before purchase and dispatch.

5. Customer & Vendor Relations

Issue Resolution: Document and respond to billing or service complaints within 48 hours. Coordinate internal review if needed.

Follow-Up: Call or email customers post-service to confirm resolution. Maintain satisfaction logs.

Vendor Liaison: Maintain professionalism and transparency in all communications; log calls and resolution steps in vendor files.

6. Safety & Compliance

Documentation Control: Keep current versions of safety manuals and JHAs easily accessible to crews and techs.

Training Coordination: Schedule quarterly safety training and toolbox talks. Track attendance and maintain records.

Incident Reporting: Document incidents within 24 hours and assist management with follow-up investigations and corrective action plans.

Regulatory Compliance: Ensure OSHA and Nevada-specific documentation is current and posted appropriately.

Qualifications

Education: Associate’s degree in Accounting, Construction Management, Business, or related field (Bachelor’s preferred).

Experience: 2–3 years of administrative or project coordination experience in construction, access control, or similar trades.

Technical Skills:

Proficiency in Microsoft Office (Excel, Outlook, Word).

Familiarity with accounting software (QuickBooks, Sage, etc.).

Experience with inventory management and scheduling systems.

Communication: Strong verbal and written communication skills for interfacing with field teams, vendors, and clients.

Organization: Highly detail-oriented with excellent time management; capable of handling multiple priorities under deadlines.

Problem Solving: Ability to assess on-site and financial issues and propose actionable solutions.

Professionalism: Maintains confidentiality, represents the company’s values, and contributes to a team-first environment.

Company Description

Fencing Management is part of the Fencing Fabrication Family. Overseeing all human resources, benefits and employee work life enrichment for all Fencing Specialists, Inc. companies.

Full-time