Project Management Administrative Assistant

Oracle Hospitality is searching for a Project Management Administrative Assistant (PMAA) to support the invoicing generation process and invoice follow-up to our Hospitality customers.

The following tasks are covered by the PMA Assistant within the invoicing 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.

• 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.

• 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.

• 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)