Job Descriptions

SENIOR PRODUCTION ADMINISTRATION COORDINATOR

JOB DESCRIPTION

General Summary 

The Senior Production Administration Coordinator will work with the Director of Sales Operations to streamline Sales, Production Administration Coordinator, and Accounts Receivable processes and coordination. They will also 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 conforms 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, as well as a resource to Production Administrative Coordinators for training and procedural/operational inquiries.

Personal Responsibility

• Quote Review
  • Consult with Agent and Accounting Team to recommend and create Project appropriate Billing Schedules and contract terms.
  • 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.
  • Tax correct based on delivery address.
  • Billing dates and labor dates correct.
  • Ensure multi-order events are grouped into a Project.
• Order Review 
• • Oversee multi-week orders to ensure contract is received, billing current, and contract terms are met.
  • 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
  • Oversee Billing and review Billing Analysis for short-billed orders and staged/not yet staged equipment. Liaison for Sales and Operations to close out orders in a timely manner.
  • Work with the agents/shop on the confirmed rentals/sales/labor orders past the stop date.
  • 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
  • Assist the Director of Sales Operations in training and supporting General Managers and LSMs on the use of customer and salesperson data tools within RentalWorks and BI.
  • Assist the Director of Sales Operations in developing and delivering sales training to new and existing employees.
  • Ensure that sales employees have the required processes, knowledge, skills, resources/content to be successful within their roles.
  • Assist the Director of Sales Operations in monitoring current sales projects, including reporting status, progress updates, and identifying areas that require corrective actions.
  • 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.
  • 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
  • Ensure Vendors are properly set up with accounting.
  • Ensure invoices and POs are accurate before submitting to accounting.
  • Ensure that the Contracts Team has approved all contracts.
  • Be a resource for Agents and Sub Vendors to check on the status of payments.
• Accounting Interface
  • 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

• 5-10 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