Job Descriptions

PRODUCTION ADMINISTRATION COORDINATOR

JOB DESCRIPTION

General Summary 

The Production Administrative Coordinator will work with the GMs, Location Sales Managers, Sales Agents, Project Managers, Cross Rental Team, Purchasing Agents, Labor Coordinators, Travel Coordinators, Accounting Department and others to confirm overall cost of a project and that the RentalWorks record of the project confirms to all current company SOPs.   This person will be a resource for 4Wall employees at all levels to check on the status of an order.  

Personal Responsibility

• Quote Review
  • Assist in creating cashflow and budget forecast on the Project level
  • consult with Agent and Accounting Team to create Project appropriate Billing Schedules
  • Review Quote/Order to ensure correct iCodes are used and items are recorded according to current SOPs
  • Review to ensure that all policies related to labor are being adhered to and enforced consistently.
  • Ensure pricing is accurate to quote
  • Tax correct based on delivery address
  • Billing dates and labor dates correct
  • Ensure multi-order events are grouped into a Project
• Order Review 
  • Run Confirmed Order Alert Banners Report to review upcoming orders
  • Ensure that Client’s account is in good standing prior to Order Start Date including reviews of current COIs, credit terms, and any delinquencies.
  • Ensure deposit invoices are sent and deposit payments received prior to Order Start Date
  • Ensure all documents (contracts, POs, manual/consolidated/summary invoices) are attached in the project documents
  • Add PO numbers and attach PO hard copies
  • Update Customer PO amount field to match order total
  • Enter hiatus billing schedules and on demand worksheets
  • Add contact information and Ordered By contact to orders
• Order Close Out Review
  • Review Billing Analysis for short-billed orders to see what order adjustments were made after invoicing
  • Work with the agents/shop on the confirmed rentals/sales/labor orders past the start date
  • Run report monthly for Encore nationwide and work with shop to get Encore a timely list of missing equipment
  • Work with shop on orders with missing equipment to get POs
  • Works with Sales, Production, Labor, and Travel Teams to ensure that all job-related expenses are coded properly and recorded in RentalWorks prior to job close out.
  • Work with Sale Agents to review and balance all orders in RentalWorks
  • Review final Project costs after project completion and work with Agents and Accounting to ensure that Projects are billed in a timely and complete manner.
• Sales Team Interface
  • Provide GM and LSM with current information regarding the status of any job.
  • Work in direct contact with Sales Agents and Project Managers to assist as needed.
  • Manage and review employee expense reports to ensure reports are coded properly and all charges are reflected in RentalWorks as appropriate.
  • Ensures Budget vs Actual final reporting is accurate.
• Legal Interface
  • Liaison for getting client and vendor contracts and NDAs signed in a timely manner as approved by Contract team
• Vendor Interface
  • Maintain list of Project Sub Vendors and the associated sub vendor payment schedules
  • Ensure Vendors are properly set up with accounting
  • Receive and/or review vendor invoices related to the project
  • Ensure invoices and POs are accurate before submitting to accounting
  • Ensure that the Contracts Team has approved all vendor contract.
  • Be a resource for Agents and Sub Vendors to check on the status of payments
• Accounting Interface
  • Budgeting:  Creates, maintains, and shares Project Cash Flow updates with all interested parties.
  • A/R: Review which customers require new setup/updated paperwork and work with accounting to obtain all needed information (account information, COIs, W9s, sales tax certificates, etc) as well as Client credit terms.
  • A/R: work with Sales Agents and Accounting to ensure that Client appropriate invoices (manual, consolidated, summary invoices, etc) are generated and that Accounting is aware of all invoicing.
  • A/R:  work with Accounting to ensure that finalized internal RW invoicing happens appropriately and in a timely manner.
  • A/R:  Connect customers with accounting to collect payment
  • A/R:  Works with sales agents to correct billing reports as provided
  • A/P:  Provide A/P with the payment schedule of all Vendors associated with an Order/Project.
  • A/P:  Ensure that POs have been created for all job costs and that POs are accurate and complete before they are submitted to A/P for processing.
• Other Duties as Assigned 

Team Responsibilities

• Communicate in a positive and professional manner with all 4Wall Entertainment employees, CAPS employees, vendors, and clients. 
• Maintain the highest level of customer relations
• Work in a safe manner and report any safety concerns to your direct supervisor. 

Key Requirements

• 2-3 years of applicable office experience required. 
• Strong PC skills including: Word, Excel, Outlook, PowerPoint and Internet.
• Excellent written and verbal communication skills.
• Entertainment industry experience a plus. 
• Must be responsible, self-motivated, self-starter, personable and well organized.
• Ability to make decisions and exercise sound judgment.   
• Ability to manage multiple tasks simultaneously.
• Ability to maintain friendly, professional demeanor at all times.
• Must be able to take directions as well as multi-task in a fast-paced environment without supervision.
• Must have a solid work background, including recent consistent work experience. Gaps must be explainable.
• Must have a positive attitude, be team-oriented and have great customer service skills.
• Willingness to accept new challenges as the job may grow and change over time. 

Physical Requirements

The job duties and tasks of this position require the employee to regularly sit. The employee may choose to stand and move within their working area. Regular use of computer monitors and a keyboard/mouse will be required. The employee must occasionally lift and/or move up to 2 pounds. Other physical requirements of the job include the ability to communicate. Generally, the employee will be in a temperature-controlled work environment set for general comfort.

Availability

• Must be available to work in the evenings and weekends, as required.

Position Location and/or Territory and Travel

• Position may require travel for training purposes on occasion.  

Position Type

• Full-Time/Regular