Operational Support Administrator

ITW•Phoenix, AZ

14h

About The Position

The Operational Support Administrator provides comprehensive administrative and operational support within an assigned territory. The role supports efficient financial and administrative processes through work order review and approval, invoice generation and distribution, billing discrepancy resolution, and accounts receivable activities. It also follows the service territory backup structure and supports customer inquiries, compliance documentation, and coordination with corporate and internal teams. Other duties and special projects may be assigned.

Requirements

High school diploma or GED.
At least 4 years of administrative, accounting, and/or invoicing experience.
Ability to communicate effectively with a wide audience range.
Proficiency with MS Office applications to drive efficiency, productivity, and accuracy.
Ability to perform the essential duties satisfactorily, with reasonable accommodations available for individuals with disabilities.

Responsibilities

Review work orders for accuracy and completeness, follow established approval processes, and escalate corrections as needed.
Identify and resolve approval errors that prevent work orders from being posted or billed, supporting timely billing.
Manage credit and rebill transactions and process write-offs for time-and-materials and warranty claims.
Review COD invoices and contact customers when payment was not received at work order creation.
Generate and manage invoices, identify and resolve billing discrepancies, and print and distribute invoices daily.
Process and post credit card payments and manage collections for past-due balances.
Support credit application submissions to corporate for review when applicable and mail check payments to the corporate lockbox.
Correct Tax ID errors and manage prevailing wage tasks when applicable.
Handle customer invoice inquiries, respond to accounting voicemails in the Five9 system, and manage accounts receivable inquiries.
Maintain customer billing email addresses and support submission of customer tax exemption forms to the Tax Manager for activation.
Manage and maintain certificates of insurance and W9 forms for customer compliance needs.
Follow the service territory backup plan to ensure continuity of operations.
Collaborate with corporate teams and internal departments on credit applications, tax exemption activation, compliance, and financial processes.
Complete and attend supplemental training within specified timeframes, and support audit compliance by following internal control questionnaires and record-retention policies.
Provide direction, coaching, mentoring, or training to new or less experienced team members when leading their work.
Perform in keeping with ITW values and expectations and maintain working knowledge of the ITW toolbox.