DXS Project Manager

DXS Project Manager/Accounting – Job Description

The project manager/accounting position with DXS is responsible for running projects from pre-conversion stage through submittal, order entry, delivery and management of jobsite coordination and service concerns during the warranty period.  The job is vitally important to the profitability of the sales team and reputation with the customers.

The position requires multiple core competencies.

Project Accounting:

The project management role requires a strong understanding of accounting principles.  This includes fluency in spreadsheets, financial analysis, and ability to reconcile billings, invoices, and job profitability reports. 

The project manager must deal with suppliers and service providers by issuing purchase orders, approving invoices, identifying billing anomalies/concerns and resolving billing errors with suppliers.  The project accounting is a proactive task and requires a good project manager to project and anticipate when costs will be incurred and validate costs against external billable revenue.

The project manager is also responsible for managing external billings to customers.  Project managers must create a schedule of values, manage contracts/fees within our enterprise software system, project billings to customers, and manage the timeliness of revenues.  Project managers must be aware of outstanding invoices, and any credit hold concerns that may be applicable to a customer.

Familiarity with Product Lines, Order Entry Procedures, Lead Times

The project manager is the primary communication point between the end customer and our suppliers.  Being aware of what products are typically needed together, ship separately, and delivery requirements is critical.  Being able to review model numbers on quotes and invoices and know what each item is will be vital to effectively executing a DXS project.  This involved learning to use other manufacturer software systems.

Proactive Mindset and Understanding of Project Cycle

The project manager position requires self-determination of daily/weekly priorities.  The project manager should not have to wait for direction from the sales team leader.  High levels of organization and weekly planning will be required.  The project manager must keep tabs on equipment delivery needs, incomplete service concerns, and invoices that are due for payment.

Knowledge of Service, Parts, and Warranty Procedures

The project manager will need to manage the scheduling of technicians, ordering of parts, and follow up communication with clients.  Tracking order status, warranty reimbursement, etc. will be required.  Drawing distinction between tasks/costs that are included in previous quotes, need to have additional billings, or require clarification with sales teams and customers will be required.  Learning to read work orders and identify the next steps will be crucial in the ability to properly manage the post-delivery phase of the project.

Pre-Conversion Work Flow:

1. Bid setup, entering cost and bill of materials
2. Conversion process
   1. Sales Activities
   2. Customer PO
   3. Deliverables
   4. Schedule of Values

Post-Conversion Project Work Flow:

1. Contract setup/Project Fees
2. Creating Purchase orders
3. Order Entry/Order Modification
4. Shipment Setup and Tracking
5. Creating/Tracking Work Orders
6. Creating external billings
7. Warranty process
8. Change orders

Financial Analysis:

1. Reconciling costs & invoices
2. Reconciling revenue
3. Identifying cost overruns
4. “Unearned Revenue”  - UER