Invoicing and Administrative Coordinator - CAT Rentals

Ring Power Corporation•St. Augustine, FL

8d•Onsite

About The Position

The Invoicing and Administrative Coordinator is responsible for reviewing sales orders for accuracy before invoicing, preparing quotes, and managing product warranty enrollments and system uploads. This role also involves handling incoming and outgoing mail, conducting research for statistical reports, maintaining file systems, coordinating meetings, and performing other assigned administrative duties. The position requires strong attention to detail, excellent communication and interpersonal skills, and the ability to manage tasks efficiently within established guidelines.

Requirements

High School diploma or GED
1-2 years of experience
Able to easily and effectively comprehend written material and communicate orally and in writing with employees and customers.
1 to 3 years of experience in an Administrative capacity.
Must possess skills in Microsoft Word, Excel, Power Point, Lotus Notes, and Internet.

Nice To Haves

Job requirements do not significantly change over time.
Job requires complex problem solving ability with little guidance. Independent research and analysis are sometimes required to develop solutions.
Job requires some creativity to generate solutions or improve effectiveness within well-established boundaries.
Job is closely monitored and allows for no significant discretion or independence in scheduling or methods of completing assigned work.
Regular exposure to stress (20-80% of the time).
Job rarely involves changes in priorities, complexity and/or quantity of work.
Work is typically performed during regular business hours with occasional requirements to work nights, holidays and weekends.
A person's performance in this job has significant immediate impact on expense, efficiencies or achievement of overall department and company objectives.
Job has no subordinates / no supervisory responsibility (may work independently or as a member of a team).

Responsibilities

Reviews all sales orders prior to invoicing and verifies accuracy of ID and S/N of items being shipped.
Prepares quotes, enrollment and system upload of product warranties.
Uploads sales documents to the archive system.
Reads and routes incoming mail.
Locates and attaches appropriate file to correspondence to be answered by the appropriate manager.
Conducts research, compiles and prepares statistical reports.
Organizes and maintains file system and files correspondence and other records.
Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities.
Prepares outgoing mail and correspondence, including e-mail, faxes, etc.
Performs other duties as assigned.