Contract & Invoice Oversight Coordinator

Actalent; United States; Híbrido; USD 41.000 - 55.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Medical, dental & vision

401(k) Retirement Plan

Paid Time Off

Descripción de la vacante

Actalent is seeking an Analyst to support a Substation Design Contractor Oversight team in Forest Park, GA. The role focuses on coordination, administrative, and financial tracking tasks to enable oversight staff to focus on quality, schedule, and financial performance.

The position handles invoice and work authorization review activities, while analysts retain final approvals. This contract-to-hire role requires strong organization, attention to detail, and proficiency with Excel, Outlook,

Formación

• Associate degree in Business, Accounting, Finance, or related field preferred; equivalent experience will be considered.
• 2+ years of experience in project support, invoice administration, contract administration, accounting, or business administration.
• Proficiency with Microsoft Excel (including pivot tables), Outlook, Teams, SharePoint, Word, and PowerPoint.
• Experience with enterprise financial or work management systems (Maximo, Oracle, SAP, or similar) preferred.
• Strong attention to detail when reconciling invoices, labor hours, and costs against contract documents.
• Strong organizational skills and ability to manage multiple deadlines and recurring deliverables.
• Clear, professional written and verbal communication skills when working with internal teams and external partners.

Responsabilidades

• Invoice, Contract & Financial Oversight Support: Perform first-pass reviews of contractor invoices and work authorizations against contract terms, scope, and funding limits.
• Invoice, Contract & Financial Oversight Support: Flag discrepancies for review and resolution.
• Invoice, Contract & Financial Oversight Support: Help maintain spend tracking against authorized contract amounts and individual project budgets.
• Invoice, Contract & Financial Oversight Support: Help maintain work authorization tracking and identify potential funding or scope concerns early.
• Data Collection, Reporting & Metrics: Gather recurring contractor availability updates before assignment discussions.
• Data Collection, Reporting & Metrics: Pull routine metrics (final inspections, field change status, overdue items, quality assurance discrepancies, etc.) into standardized reports for leadership review.
• Data Collection, Reporting & Metrics: Review contractor performance scorecard inputs before periodic review meetings.
• Records Management & Communications: Maintain as-built and field change records and ensure document transmittals are captured correctly.
• Records Management & Communications: Send standard communications to contractor firms using approved templates.
• Contractor Onboarding & Access Administration: Coordinate onboarding and offboarding activities for contract personnel, including badge requests, system access, and account setup/deactivation.
• Contractor Onboarding & Access Administration: Maintain a master roster of active contractor personnel by company and discipline, including start/end dates and current assignments.
• Contractor Onboarding & Access Administration: Track required training, standards acknowledgments, and qualifications, and follow up on outstanding items.
• Meeting & Stakeholder Coordination: Schedule and coordinate meetings with contractors and internal stakeholders.
• Meeting & Stakeholder Coordination: Manage team calendars to ensure meetings are properly staffed and covered.
• Meeting & Stakeholder Coordination: Coordinate meeting logistics, including conference rooms, catering, and materials.
• Meeting & Stakeholder Coordination: Capture meeting notes and action items, distribute follow-ups, and track completion.
• Meeting & Stakeholder Coordination: Maintain recurring meeting agendas and distribute preparation materials in advance.
• Meeting & Stakeholder Coordination: Ensure appropriate internal stakeholders are included in recurring meetings and schedule reviews.

Conocimientos

Microsoft Excel

Outlook

Teams

SharePoint

Word

PowerPoint

Pivot tables

Data reconciliation

Attention to detail

Communication

Educación

Associate degree in Business, Accounting, Finance, or related field

Herramientas

Maximo

Oracle

SAP

Descripción del empleo

Actalent is seeking an Analyst to support a Substation Design Contractor Oversight team in Forest Park, GA. The role focuses on coordination, administrative, and financial tracking tasks to enable oversight staff to focus on quality, schedule, and financial performance.

The position handles invoice and work authorization review activities, while analysts retain final approvals. This contract-to-hire role requires strong organization, attention to detail, and proficiency with Excel, Outlook,