Operations Administrator

Farm is seeking an Operations Administrator to join our talented and dynamic product development group.

The Operations Administrator is a multifaceted role with wide range of responsibilities including supporting finance, managing development team resourcing, program documentation for initiation and supporting program managers with project budgeting and billing. The Operations Administrator will work closely with the Finance Controller, Office Manager and overall development team.

Here is a glimpse of what you’ll do…
  • Set up new projects. Collect and organize contract, proposal, budget information and document implement data in both Planview and LN.
  • Lead and manage internal program initiation process and document all required information necessary.
  • Support program managers in providing and reviewing weekly to monthly project budget reports.
  • Responsible for receiving vendor parts and invoices and reconciling costs to the proper project and phase.
  • Manage project close process. Work with the project PM, Marketing, IT and Finance to officially close client programs. Verify alignment of project budget related to billing, client invoicing, refunding escrow, close out project resources, and work with Marketing and IT to transfer documentation as required.
  • Work with quality to deliver required project initiation and close out documentation.
  • Manage project resourcing for the development team in Planview software. Implement and manage resources weekly, provide reports as necessary and work closely with the development team and finance to ensure accuracy of the data.
  • Export time-sheet file from Planview and imports into LN (ERP software) weekly to align project hours with revenue.
  • Processes deposit invoices when new projects are opened.
  • Month end project invoicing. Work with finance to process invoices in LN, review with program managers to approve and send invoices to the customer and pay outside vendors.
  • Manage accounts receivable and follow up with clients/accounts on overdue payments.
  • Code contractor invoices and emails to AP for processing weekly.
  • Code FedEx invoices and emails to AP for processing weekly.
  • Deposits customer checks that are mailed to Farm.
  • Support troubleshooting AR or AP issues.
  • Organizes and maintains file system and files correspondence and other records.
  • Operates a personal computer and uses appropriate software packages as needed.
  • Prepares reports and presentations as required.
Here is some of what you’ll need (required)...
  • Bachelor’s degree in business management, finance, or human resource management is a plus.
  • Requires 5+ years’ experience in area of specialization and administration, and/or a combination of schooling and relevant work experience.
  • Experience in ERP systems (Baan LN) and resourcing software (PlanView) or similar.
  • This position requires meticulous attention to detail and accuracy, a courteous and professional demeanor, flexibility, and the capacity to function proactively in a fast-paced and quickly changing environment.
  • Strong team collaboration.
  • Exceptional ability to quickly learn and become efficient with complex software tools.
  • Requires advanced, diversified and comprehensive administrative experience, skill and knowledge of processes, policies and practices.
  • Demonstrates advanced functional, professional skill and people and/or process and procedures skills as well as customer (external and internal) relationship skills.
  • Demonstrates detailed expertise in very complex functional/ technical area or broad breadth of knowledge in multiple areas; understands the strategic impact of various functions across sites. Ability to use database systems.

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