Hobart Food Equipment and Service ยท 2 months ago
Operational Support Administrator
Buena Park, CA
Full-time
Onsite
New Grad, Entry Level
$31.40/hr - $42.40/hrHobart Service, an Illinois Tool Works Company, has been a trusted source for Commercial Food Equipment Service Solutions for over 120 years. The Operational Support Administrator will perform various clerical duties focusing on Accounts Receivables, Accounts Payable, and maintain office documentation while ensuring excellent customer service.
Food and Beverage
Responsibilities
Perform a variety of duties with a focus on Accounts Receivables, Accounts Payable, Dispatching, invoicing, maintain various files and other functions as needed
Prepare and/or maintain Excel and Word documents for correspondence, forms, orders, etc
Display professionalism and use tact on the telephone when talking to customers and other employees
Be cross trained in all office administration functions
Perform various other clerical functions as necessary
Review and approve work orders to ensure accuracy and completeness before processing
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
When applicable, provide credit card payments accurately Assist with the flow of credit applications to corporate for review
Communicate with customers regarding invoice inquiries
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
Qualification
Required
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
Work Order Review and Approval: Review and approve work orders to ensure accuracy and completeness before processing. Escalate any corrections needed
Invoicing: Generate and manage invoices, ensuring timely and accurate billing
Billing Discrepancies: Identify and resolve any discrepancies in billing to maintain financial accuracy
Daily Invoice Printing: Print and distribute invoices daily to ensure prompt delivery to customers
Service Territory Backup: Follow and adhere to the backup service territory structure as outlined in the Service Territory backup plan to ensure continuity of operations
Training and Corporate Compliance: Complete/Attend supplemental and HOST training within specified timeframe
Resolve Tax ID Errors: Address and correct any errors related to Tax IDs to ensure compliance
Prevailing Wage (if applicable): Manage tasks related to prevailing wage requirements
Review Work Orders Not Posted/Billed: Identify and resolve approval errors to ensure timely billing
Credit/Rebills and Write-Off Management: Handle credit and rebill transactions (approved by MCSS), as well as manage write-offs for time and materials (T&M) and warranty claims
Review COD Invoices: Contact customers for payment on cash on delivery (COD) invoices if no payment is received at time of work order creation
Credit Card Payment Processing/Posting: Process and post credit card payments accurately
Collections Under $500: Manage collections for past due balances under $500, routing all collections to Troy
Credit Application Support: When applicable, provide credit card payments accurately Assist with the flow of credit applications to corporate for review
Customer Inquiries: Communicate with customers regarding invoice inquiries. Respond to accounting voicemails in the Five9 system. Handle accounts receivable customer inquiries efficiently
Update Customer Billing Information: Maintain and update customer billing email addresses to ensure invoice efficiency
Audit Compliance: Ensure compliance with internal control questionnaires (ICQ) and record retention policies
Mailing Check Payments: Mail check payments to the corporate lockbox for processing
Certificates of Insurance/W9: Manage and maintain certificates of insurance and W9 forms
Customer Tax Exemption Forms: Submit customer tax exemption forms to the Tax Manager for activation
Accounts Payable (if applicable): Manage accounts payable tasks, including processing payments and maintaining records
Lift up to 75 lbs with or without assistance
Climb up to 10 ft with an A-frame ladder
Occasional roof access may be necessary through extension ladders or fixed ladders greater than 20 feet
Kneel, squat, bend, push/pull
Move in different positions to accomplish tasks in various environments including tight and confined spaces
Normal business hours with occasional/frequent/extended hours as needed
Flexibility with schedule to meet critical deadlines
Extended hours may include nights and/or weekends
Normal scheduled hours cover early mornings, evenings and/or weekends
Be available to work overtime as required
Preferred
Associates Degree in a business related field is preferred, but not required
Company
Hobart Food Equipment and Service
While running a business you constantly have a million things going on in your operation every day and any one of them can go wrong without notice.
Founded in 1897
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Terry Strong
Senior Director Technicial and Engineering Support
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