Project Management Administrative Assistant
Oracle
Bucharest, Romania
2 zile în urmă
Project Management Administrative Assistant-19000WB1

Preferred Qualifications

Project Management AdministrativeAssistant

Oracle Hospitality is searchingfor a Project Management Administrative Assistant (PMAA) to support theinvoicing generation process and invoice follow-up to our Hospitalitycustomers.

The following tasks are covered by the PMA Assistant within theinvoicing process:

  • Checks for new incoming invoicing requests and tracks them with all details.
  • Requests funding transfers/increases upon indication of the Project Manager in charge and tracks progress with the Business Analyst.
  • Performs all necessary actions to get invoice(s) generated through Oracle Project Financial Management (PFM) and Oracle Contracts System.
  • Checks projects for credit hold customers/cash customers and follows up.
  • Reviews and approves/rejects invoices after invoice generation.
  • Clarifies issues and queries with Project Managers and/or Business Analysts.
  • Tracks the invoice throughout its lifecycle using Project Managers project dashboard.
  • Invoice Follow-up:
  • Sends invoice soft copies and other relevant documents to allow early review by the customer to avoid later disputes.
  • Acts as an interface between customer and Project Managers in case of invoice queries.
  • Handles project closure.
  • Handles Revenue Forecasting updates.
  • Tracking of invoice balance status through Project Managers project dashboard.
  • Duties may also include:
  • Processing and tracking of purchase orders, expense reports, timecards. 
  • Creating spreadsheet models for forecasting. 
  • Assisting the Project Management Office in the preparation of reports and key performance indicators for project delivery.
  • General administration tasks.
  • Requirements:
  • 1 - 2 years of related experience with invoice management.
  • You need the attitude to work on assignments that are moderately complex in nature where judgement is needed in resolving problems and making routine recommendations.
  • You need the ability to work in a dynamic fast paced environment with managers who are in remote locations.
  • Knowledge of spreadsheet applications.
  • Demonstrated strong organizational skills.
  • Proactive and resourceful.
  • Self-motivated.
  • Proficient in desktop applications such as MS Word, Excel, PowerPoint, email messaging tools, etc.
  • BA/BS degree or equivalent. 
  • Willingness to work on national public holidays or weekends during financial closing (month, quarter, yearend)

  • Detailed Description and Job Requirements

    Provides administrative/clerical support within any of a variety of departments. Supports an SVP or below.

    Spends 60% of time providing administrative support to relieve managers and staff of administrative details. Spends less than 20% of time on special projects. Spends less than 20% of time performing clerical duties; ie: taking messages, filing, copying, faxing. Duties may include processing and tracking of purchase orders, expense reports, timecards. Arranges interviews and group events. Maintains organization charts and distribution lists. Creates spreadsheet models for forecasting. Implements space planning and group moves. Sets up new hire offices. Assists in the preparation of reports, graphs, and presentations using spreadsheet and graphic software. Makes domestic/international relocation/travel arrangements. Arranges internal/external meetings and catering needs. Acts as an information source on organization policies and procedures. Works with other administrative personnel.

    Works on assignments that are moderately complex in nature where judgment is needed in resolving problems and making routine recommendations. Follows standard practice and procedure. Normally receives no instructions on routine work, general instructions on new assignments. Ability to work in a dynamic fast paced environment. Knowledge of spreadsheet applications. Demonstrated strong organizational skills. Proactive and resourceful. Self-motivated. Proficient in desktop applications such as MS Word, Excel, PowerPoint, email messaging tools, etc. BA/BS degree or equivalent. 1 - 2 years of related experience.

    As part of Oracle's employment process candidates will be required to successfully complete a pre-employment screening process. This will involve identity and employment verification, professional references, education verification and professional qualifications and memberships (if applicable).

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