Summary: Position provides administrative support to the Shop, other OA within their regions and the Support Center in the areas of training, billing, collections, customer service, purchasing, report generation and analysis, inventory control, payroll, shipping and receiving.

Supervisory Responsibilities: May supervise and train other administration staff.

Essential Functions: Tasks that must be performed by the person in this job. Reasonable accommodation(s) may be requested to enable individuals to perform the essential functions.

• Ability to continually be organized, multitask, works under pressure / deadlines, in a positive and professional manner.

• Review and update the payroll department on Prevailing Wage for employees falling under this requirement - must have knowledge for both State and Federal.

• Responsible for training new OAs within their territories and also training current OAs on new policies and procedures.

• Become a Subject Matter Expert on software (NetSuite) and other processes.

• Responsible for processing and sending certified payroll.

• Act as an effective liaison for the regional area service managers with other regions, departments, affiliated local bodies and allied organizations.

• Experience or familiarity with conditional/unconditional Lien Releases (contract forms)

• Greet and provide service to customers in person and by phone; answer, route, and manage incoming phone calls in a professional and courteous manner. Transfer phones to answering service during off hours.

• Contact customers by phone, per collection procedures, to arrange for payment on past due accounts in a firm yet courteous manner, per established deadlines.

• Perform accurate and fast data entry to record payroll hours / billable hours, product & service orders, new warranties, warranty claims, sales, work orders, maintenance contracts, purchases, subcontractor / vendor / customer invoices.

• Manage and balance petty cash and billable vs. payroll hours (work in progress reports).

• Act as dispatcher for technicians to coordinate and schedule customer, vendor, and support personnel service calls, pickups, deliveries.

• Generate, print, analyze, and resolve issues from reports about - sales, purchases, expenses, coding, customer accounts, invoiced but not billed, inventory, etc.

• Manager and order parts, office supplies, restock other office and inventory items.

• Works in conjunction with Service Managers to resolve any facility-related issues; Periodically inspect signs to ensure they are working properly; Ensures that janitorial services vendor(s) are performing adequately.; Ensures that lawn and landscaping are well maintained; Ensures that furniture and equipment are in good working order; Conducts periodic on-site inspections of the general appearance and report any issues to Facilities.

• Other duties as assigned.

Non Essential Functions: Tasks that may or may not be performed by the person in this job.

• Receive incoming / prepare outgoing shipments; route to appropriate department / ship via appropriate carrier.
• Leave the office to purchase money orders with cash, go to post office, bank, etc.
• Filing or other duties may be assigned.

Education and/or Experience:

• High School diploma or general education degree (GED); or 5 years related experience and/or training; or equivalent combination of education and experience; previous experience in dispatching, office management, bookkeeping, collections, or billing is preferred.

Education and/or Experience:

• High School diploma or general education degree (GED)
• 5 years related experience and/or training or equivalent combination of education and experience
• Previous experience in dispatching, office management, bookkeeping, or billing is preferred
• Significant experience in collections is required
• NetSuite experience is highly desired