Operational Support Adminstator

ITW • Phoenix, AZ

6d • Onsite

About The Position

Hobart Service, an Illinois Tool Works Company, has been in business for over 120 years and is the trusted source for Commercial Food Equipment Service Solutions. We have over 1,700 associates nationwide who serve as valued partners to our customers. Our employees are dedicated to providing the best customer service, give back to the communities where they live and work, and demonstrate the ITW values of Integrity, Simplicity, Trust, Respect and Shared Risk. The selected candidate will be able to perform a variety of duties with a focus on Accounts Receivables, Accounts Payable, Dispatching, invoicing, maintain various files and other functions as needed. The incumbent will be able to prepare and/or maintain Excel and Word documents for correspondence, forms, orders, etc. The individual must be able to display professionalism and use tact on the telephone when talking to customers and other employees. Individual must be cross trained in all office administration functions. The candidate will perform various other clerical functions as necessary.

Requirements

• High school diploma or GED
• Customer Service - highly professional demeanor with excellent telephone skills and etiquette. Utilizes various interpersonal styles and communication methods to positively assist and influence customers.
• Problem Solving - fundamental role in finding ways to address all types of problems by having a good approach to a problem without being ineffective, favoring or causing painful consequences.
• Safety at Work - learns to keep the organization safe from different risks by developing a high sense of alertness that detects danger from afar and stops it before it causes risk, danger or injury to themselves, or others.

Nice To Haves

• Associates Degree in a business related field is preferred, but not required.

Responsibilities

• Review and approve work orders to ensure accuracy and completeness before processing. Escalate any corrections needed.
• Generate and manage invoices, ensuring timely and accurate billing.
• Identify and resolve any discrepancies in billing to maintain financial accuracy.
• Print and distribute invoices daily to ensure prompt delivery to customers.
• Follow and adhere to the backup service territory structure as outlined in the Service Territory backup plan to ensure continuity of operations.
• Complete/Attend supplemental and HOST training within specified timeframe.
• Address and correct any errors related to Tax IDs to ensure compliance.
• Manage tasks related to prevailing wage requirements.
• Identify and resolve approval errors to ensure timely billing.
• Handle credit and rebill transactions (approved by MCSS), as well as manage write-offs for time and materials (T&M) and warranty claims.
• Contact customers for payment on cash on delivery (COD) invoices if no payment is received at time of work order creation.
• Process and post credit card payments accurately.
• Manage collections for past due balances under $500, routing all collections to Troy.
• Provide credit card payments accurately Assist with the flow of credit applications to corporate for review. (Corporate should handle this start to finish once requested by branch)
• Communicate with customers regarding invoice inquiries. Respond to accounting voicemails in the Five9 system. Handle accounts receivable customer inquiries efficiently.
• Maintain and update customer billing email addresses to ensure invoice efficiency.
• Ensure compliance with internal control questionnaires (ICQ) and record retention policies.
• Mail check payments to the corporate lockbox for processing.
• Manage and maintain certificates of insurance and W9 forms.
• Submit customer tax exemption forms to the Tax Manager for activation.
• Manage accounts payable tasks, including processing payments and maintaining records.

Benefits

• ITW is a Fortune 200 global multi-industrial manufacturing leader. Our seven industry-leading business segments offer career development and learning opportunities in more than 50 countries across the globe. We’re committed to investing in our people and supporting their growth through unique and relevant development opportunities at each stage throughout the employee life cycle. Our decentralized, entrepreneurial culture empowers you to think and act like a business owner. We aspire for everyone to perform to their full potential and value the unique and diverse perspectives, experiences and ideas that make us better together. The ITW Business Model gives us the tools to focus on what’s most important, and we’re grounded in our values of Integrity, Simplicity, Trust, Respect and Shared Risk.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED