VILLERS ST PAUL, France
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On the basis of activities assigned by his/her line manager, the Service Administrative Assistant ensures the quality and timeliness of invoicing (internal and external) of non-contractual files, in compliance with applicable internal rules.JOB PURPOSE On the basis of activities assigned by his/her line manager, the Service Administrative Assistant ensures the quality and timeliness of invoicing (internal and external) of non-contractual files, in compliance with applicable internal rules.Job DescriptionSIGNIFICANT ACTIVITIES Billing - Ensure thatyouhave all the information (purchase orders, signed quotations, contacts, etc.) required for invoicing - Establish the invoices except contracts (internal and external) from files in the business tool - Ensure that invoices issued are consistent with the associated estimates (number of hours of intervention planned, parts ordered, etc.), and alert internal stakeholders where necessary - Monitor work-in-progress (customer follow-ups if files are incomplete, internal follow-ups if files are not closed in the business tool), and contribute to the liquidation of aged files with internal stakeholders - Ensure the correct application of internal pricing grids (hourly rates, travel packages, additional income, etc.) Administrative management - Guarantee the correct internal allocation of the various costs involved in a project in compliance with the accounting nomenclature - Update customer files in the business tool on billing processes (pricing, contacts, mandatory purchase orders, etc.) Supplier orders - Check consistency between orders placed with suppliers and invoices received - Allocate supplier invoices in the business tool - Contribute, where appropriate, to the management of disputes, in collaboration with internal stakeholders Planning - Contribute, where necessary, to the planning of interventions (taking into account requests, orders, etc.) RESPONSIBILITIES AND SCOPE FOR ACTION - Guaranteeing the conformity, quality and timeliness of invoicing for interventions - Ensure the creation and follow-up of invoices in the business tool - Ensure the reliability of data entered into the business tool, based on information provided by internal stakeholders - Be a key contact for departmental management teams and customers in billing matters - Know and apply internal and external compliance procedures and rules PROFESSIONAL KNOWLEDGE Diploma(s) and/or experience(s) 2 years' higher education in administration or accounting required and/or 1 year significant experience Specific knowledge(s) Technical skill(s) - Professional sales knowledge (customer relations, etc.) - General administrative knowledge (invoicing, management rules, etc.) - General knowledge of IT tools and information systems Behavioral skill(s) - Good interpersonal skills - Active listening - Thoroughness - Organizational skills - Responsiveness - Adaptability
