Operations Support Specialist II

Marmon Holdings•Westlake, OH

22d•Hybrid

About The Position

As a part of the global industrial organization Marmon Holdings—which is backed by Berkshire Hathaway— you’ll be doing things that matter, leading at every level, and winning a better way. We’re committed to making a positive impact on the world, providing you with diverse learning and working opportunities, and fostering a culture where everyone’s empowered to be their best. This role plays a vital part in ensuring organizational compliance and operational efficiency through effective administrative support and documentation management. The ideal candidate excels in attention to detail, cross-functional communication, and process coordination. Key responsibilities include generating reports, creating and managing spreadsheets, and maintaining internal web pages or portals to enhance compliance workflows and streamline daily office functions.

Requirements

High school diploma or equivalent required. Some college preferred.
Excellent time management skills and ability to multi-task and prioritize work.
Excellent organizational skills; accuracy and timely with work output.
Excellent customer service skills with internal and external partners.
Excellent problem-solving skills.
Proven administrative assistant or similar experience with excellent written/verbal communication skills.
Ability to cross-train within all areas of department to ensure optimal work coverage
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
Ability to understand, analyze and assess risk factors on risk management reports.
Ability to multi-task in a busy, fast-paced, sometimes stressful environment with frequent interruptions.
Ability to communicate effectively on the phone and in person for up to 8 hours per day.
Ability to work effectively with employees and customers.
Ability to work quickly in accordance with customers’ time constraints.
Ability to read, write and perform mathematical calculations.
Attention to detail.
Ability to understand and follow policies, procedures and guidelines.
Proficiency with a computer, standard office equipment and computer programs, including but not limited to Microsoft Suite (Outlook, Excel, Word, PowerPoint), Internet/search engine savvy.

Responsibilities

Portal Traffic Management: Respond to email inquiries related to forgeries, complaints, and validation requests.
Mail/Email/Web Correspondence: Process incoming mail, email, regarding credit disputes, credit counseling, and bankruptcy-related correspondence.
Electronic Filing System (OnBase): Learn and implement the OnBase electronic filing system to streamline daily work tasks.
Collection Support: Handle requests for collection representatives and management, ensuring smooth communication and documentation.
Compliance Documentation: Process and mail West Virginia Right to Cure notices and Connecticut Paid in Full letters.
Weekly Data Reporting: Provide weekly updates on completed duties, tracking and reporting key data efficiently.
Escalated Calls & Collections: Assist with handling collections and escalated calls, offering customer support and problem resolution.
Fax & Clerical Handling: Assist with incoming and outgoing faxes, department memos, emails, and clerical letters.
Policy and Procedure Updates: Maintain and update policies and procedures relevant to assigned duties to ensure compliance and accuracy.
Task Assignment: Assign specific tasks to representatives as needed to support daily operations.
Attorney & Bulk Validations: Process both Attorney Validations and Bulk Validations, ensuring compliance with legal guidelines and accuracy.
Forgery Investigation: Investigate and resolve cases of potential forgeries according to company protocols.
Contract Review: Process contract requests from agencies or consumer request.
DOW Report: Manage and resolve time zone discrepancies and ensure accurate tracking of data.
Customer Web Changes: Review and process customer requests for web updates, ensuring all changes are accurate and timely.
EFT Report (No First Payment): Generate and review reports for EFT accounts that have not taken the first payment, following up with appropriate actions.
Bounced Email Corrections: Handle and resolve issues related to bounced emails, ensuring proper email deliverability and communication flow.
Additional Tasks: Perform other duties as assigned by management, including supporting other departments and teams with various administrative, compliance, or operational needs.