Assignment Support Associate

About the Role

Join NES Fircroft as an Assignment Support Associate. This role is vital in supporting the timesheet and expense review process, ensuring the timely, accurate, and compliant submission, validation, and approval of contractor timesheets and expense reports. You will collaborate with contractors, managers, and internal stakeholders to uphold operational efficiency and data accuracy.

Key Responsibilities

• Timesheet Administration: Receive, review, and log contractor timesheets per internal and client requirements.
• Hours Validation: Verify the accuracy of hours worked and ensure submitted information is complete.
• Project Alignment Review: Confirm timesheet dates align with approved project schedules and assignment timelines.
• Purchase Order Verification: Validate Purchase Order numbers, project codes, and other assignment-related information.
• Expense Report Review: Review contractor expense reports for completeness, accuracy, and compliance with company policies.
• Supporting Documentation Verification: Ensure all expense claims include appropriate receipts and supporting documentation.
• Travel & Activity Validation: Verify expense dates, travel records, route maps, and supporting logs where applicable.
• Contractor Communication: Liaise with contractors to resolve discrepancies, obtain missing information, and clarify submissions.
• Approval Coordination: Route unapproved timesheets and expense reports to the appropriate managers via DocuSign for review and approval.
• Approval Follow-Up: Proactively follow up with approvers to ensure timely sign-off and avoid processing delays.
• Record Management: Maintain accurate records of submissions, approvals, communications, and supporting documentation.
• Submission Feedback: Provide guidance and feedback to contractors on incorrect, incomplete, or non-compliant submissions.
• Process Improvement Support: Identify and recommend opportunities to improve the efficiency and effectiveness of review and approval processes.
• Documentation Maintenance: Assist with updating checklists, templates, standard operating procedures, and process documentation.

Requirements & Tech Stack

• Microsoft Office Proficiency: Good working knowledge of Microsoft Excel, Word, PowerPoint, and Outlook.
• Record Management Skills: Experience maintaining accurate records and documentation in a structured and organized manner.
• Process Compliance: Ability to follow established processes consistently while maintaining high standards of accuracy.

Qualifications

• Attention to Detail: Exceptional attention to detail with the ability to identify inaccuracies and inconsistencies within documentation.
• Organizational Skills: Strong organizational and time management skills with the ability to manage multiple priorities effectively.
• Communication Skills: Strong written and verbal communication skills with the confidence to engage with contractors and stakeholders professionally.
• Problem-Solving Ability: Ability to investigate discrepancies, gather information, and support timely resolution of issues.
• Customer Service Focus: A proactive, service-oriented approach with a commitment to providing excellent stakeholder support.
• Adaptability: Ability to work effectively in a fast-paced environment while maintaining accuracy and meeting deadlines.