Office Coordinator is responsible for effective and efficient completion of departmental tasks and ensuring those tasks are performed on time with high quality and attention to detail. 

Role may be updated in the future; task items may be removed or added verbally or in writing as the needs of the company evolve.

Payroll:

• Timekeeping: Review and correct time records of 300+ employees within WorkMax timekeeping system. 


• Payroll Issue Resolution: Work with employees to resolve payroll issues. 


• MLHR: Process missing labor hours reports from employees. 


• Employee Support: Work with staff to facilitate reimbursements, answer WorkMax questions, etc. 


• Payroll Report: Provide Valcourt Shared Services weekly Data Set of payroll adjustments. 


• Process Payroll: Provide Valcourt Shared Services payroll reports for processing in Paycom. 


• Payroll CE Duplicate: Maintain accuracy of duplicate payroll record in Computer Ease accounting system. 


• Live Check Distribution: Distribute printed payroll checks and paycheck stubs to employees by mail. 


• Workers Comp: Upload payroll totals by code into workers comp carrier’s website for payment processing.


• PAFs: Enter Personnel Action Forms in Paycom for personnel changes.   

ACCOUNTS RECEIVABLE:

• Payment Application: Deposit payments into bank account. 


• Check Copies: Distribute check copies to collections department and Valcourt Shared Services. 


• Communication: Collaborate with the collections department and Valcourt Shared Services as needed. 

Netsuite/ce DATA VALIDATION:

• WBS Updates: Enter budget changes from CE into NetSuite Work Breakdown Structure. 


• Change Order Updates: Enter change order totals per job per month from CE into NetSuite. 


• Data Validation: Ensure data between NetSuite and CE is substantially similar. 


• JE/Accruals: Enter journal entries and accruals from NetSuite into CE. 

CODER/ROUTER (Backup):

• Coder/Router: As backup to primary position holder, process vendor invoices including reviewing assigned purchase order in CE and assigning accurate job coding to Stampli invoice, then routing invoice for approval.  Valcourt Shared Services enters invoices into NetSuite and CE accounting systems. 

Accounts Payable (BACKUP):

• Vendor Account Reconciliations: Reconcile vendor statements against accounts. 


• Mailed Invoices: Scan and email mailed vendor invoices to Stampli email for processing. 


• Lien Waivers: Process incoming and outgoing mechanics lien waivers. 


• Vendor Payments: Valcourt Shared issues vendor payments.  Provide support to Valcourt as requested. 


• Operations Communication: Collaborate with production teams to research and resolve invoice issues. 


• Purchase Orders: Issue POs to production staff and update POs with receipts and dollar values. 


• Credit Accounts: Open new vendor credit accounts in conjunction with Valcourt Shared Services. 


• Business Licenses: Work with municipalities and Valcourt Shared Services to maintain City business licenses.