Administrator - Billing
Administrator - Billing
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$ 25 - 35
1 Vacancy
Job Description
Position: Administrator - Billing
Location: Santa Fe Springs
Reports To: Administration Manager
Exemption: Non-Exempt
Primary Responsibilities:
- Prepare Service department billing. Reconcile labor material requisitions and service requisitions against work orders. Prepare billing package for the approval of Service Manager and Administrative Manager.
- Communicate with the customer regarding purchase order and billing accuracy
- Identify and resolve billing issues by working with service and sales - issuing credits according to established policies and procedures.
- Maintain and reconcile month end reports. Mail approved service invoices with proper documentation such as copies of work orders etc. Monitor quoted jobs for proper billing such as progress billing until completion of job.
- Keep Operation and Administrative Manager informed of problems with jobs.
- Resolve administrative problems by coordinating preparation of reports analyzing data and identifying solutions
- Assist with collections by examining customer payment plans payment history credit line; coordinating contact with collections department.
- Assist office administration and service department with any other duties as required for daily operations.
- Assist with inventory.
- Miscellaneous filing of documents related to service jobs such as work orders and/or material requisitions
FX
- Set up jobs and make sure that account information is correct
- Making sure that all equipment is added if necessary
- Verify that the work status is updated as the job progresses
- Review last time of completed service in order to schedule the next service. Forward to dispatch to inform of next scheduled date
Customer Service
- Guarantee quality assurance:
- POs are signed
- Certificate of Insurance for RFMCo as requested
- Inform the customer that their company Purchase Order has been received and the job has been set up and is ready for scheduling (should parts be readily available)
- Match service job with incoming purchase order in the event that the service has already been completed:
- Confirm POs go with service by reading work performed which is the technicians summary of the work performed
Other:
- Work with Accounting to ensure billing will run smoothly
- Work with Salespeople to either correct job packages or correct taxable status
- Coordinate rush jobs with dispatch counterpart
- Work with Service Department on Parts ordering and tracking of orders needed for service
- Cross train with other service administrators in order to be able to support the department
- Miscellaneous filing of documents related to service jobs such as work orders and/or material requisitions
- Keep Admin and Operation Manager informed of any problems with jobs
- Assist office administration and service department with any other duties as required for daily operations.
CRM
- Responsible for updating CRM system converting quotes into orders
- Tracking emails to CRM orders for documentation purposes.
- Responsible for updating contacts and account information in CRM
- Entering orders in FX and Solomon Dynamics Systems
- Prepare purchased orders and follow-up with vendors on delivery.
Qualified candidate must:
- Ideal candidate must be able to thrive in a fast paced environment and handle multiple tasks efficiently.
- Detailed Oriented
- Advanced customer service skills
- Strong Organization and Communication Skills
- Ability to Prioritize
- Meet deadlines and remain calm under pressure
- Knowledge of industry is recommended
- Ability to work and deal diplomatically with all levels of Company personnel
- Computer Skills
- Geographical knowledge of service area a must
- Type at least 40-60 wpm
- High school diploma or general education degree (GED)
- Two years related experience and/or training in customer service dispatching or project management or equivalent combination of education and experience
- Must pass background screening
Computer Skills:
Proficient knowledge of Microsoft Office. Experience with Microsoft CRM Dynamics SL and Field Centrix (dispatch software) a plus. Proficient 10 Key and 40 wpm or more.
Education:
Associates Degree or equivalent
Supervisory Responsibility
This position has no direct supervisory responsibilities.
Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers phones photocopiers filing cabinets and fax machines.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job the employee is regularly required to talk or hear. This is largely a deskbound role; however filing correlating reproduction and binding materials are required. This would require the ability to lift files open filing cabinets bend or stand on a stool climb stairs and prepare training and meeting rooms/spaces as necessary.
Position Type / Expected Hours of Work
This is a full-time contract position. Days and hours of work are Monday through Friday 8:00 a.m. to 5 p.m.
Travel
No Travel is required.
Required Experience:
Unclear Seniority
Employment Type
Full-Time
