Order Clerk

Job Description

The essential functions and responsibilities for this position include but are not limited to the following: The primary focus of an Order Entry / Billing Administrator is to oversee and perform administrative functions concerned with customer projects. This may include contacting contractors, establishing billing requirements, insurance coverages and any builder specific contract requirements. This positions works closely with Estimators, Engineering, FOD and Field staff.

The essential functions and responsibilities for this position include but are not limited to the following: Upon contract approval by Villara, create and enter (book) project's contacts, billing rates, specifications, elevations, Title 24 information, and materials into SAP application system. Review builder's contract for language discrepancies. Verify insurance requirements and adequate coverage for project. Retain approval for contracts revisions, addendums, and change orders and store electronically Contact builders for revised contracts, change orders, addendums, and forms completion. Load billing materials (BOM) to project's lot and WBS elements level. Calculate and post billing points to each WBS elements. Verify billings points match purchase orders, prepare and issue bills, invoices, account statements, and other financial statements for projects. Enter approved change orders; Create and maintain project folder file; update files and SAP database systems. Identify and maintain new construction project releases or homeowner options on builder websites and Supply Pro. Review billing requirements, notices and billing approvals. Maintain consistent daily productivity including booking and billing pace based on the days work load. Review and maintain Billing Due reports daily to identify aged TECOs that have not been approved by the builder; follow up with builders for purchase orders. Create project folders; download all electronic documents: maintain any electronic files as necessary; scan and archive project record files. Attend project turnover meetings as required. Process project's liens releases upon final invoicing. Communicate with estimators, engineering, builders and other Villara staff as necessary. Work proficiently in Microsoft applications such as Outlook, Word, and Excel. Read, write and comprehend simple instructions, short correspondence, and memos. Do simple math: add, subtract, multiply, and divide, using numbers, common fractions, percentages and decimals, with or without a calculator. Apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Perform general office duties, such as filing, answering telephone, email and routine correspondence; Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems and personal computers.

Other duties as assigned by Supervisor/Manager. Behavioral Responsibilities of the Job Willingness to improve and contribute to continuous improvement by providing ideas and feedback to manager. Committed to creating and participating in a positive workplace culture Committed to arriving on time and ready to work Keep supervisor advised of any issues or ongoing problems. Ability to work independently and as part of a changing team Committed to creating and participating in a positive workplace culture. Capable of providing excellent internal and external customer interactions. Committed to arriving on time and ready to work. Ability to organize and manage tasks, work independently and meet deadlines. Uphold and self-manage the Villara CBOs. 

Training/Certification Computer skills including intermediate proficiency in Excel and Word. Construction or related knowledge. Preferred 2-3 years experience. Intermediate mathematics to solve problems. Education AA degree in Business Administration or 3-4 years equivalent experience.

Working conditions and management style: The work environment and working conditions are typical of an office cubicle environment with exposure to office noises, interruptions and distractions such as voices, printers and phones. Order Entry/Billing Administrators are provided general leadership and supervision, assignments and support regarding what is to be done, limitations, quality and quantity expected; deadlines and priorities. The employee uses initiative in carrying out assignments in a productive and accurate manner that is in compliance with instructions or established procedures.

Performance Standards: 70% of time on computer doing data entry and billing, 20% of time filing, scanning and 10% of time on phone with customers. Utilize Order Entry/Billing Administrator Skills Matrix to meet job goals and expectations to include 1 x 1 reviews with supervisor/ lead and manager. All Villara employees are expected to work well with other team members, sub-contractors, and customers; both internal and external customers. An Order Entry/Billing Administrator is required to be in the current position for a minimum of 6 months prior to promoting, transferring, or other role within the company.