OFFICE ADMINISTRATOR

Summary: Position provides administrative support to the Tower Sites and Systems divisions in the areas of billing, collections, customer service, leasing support, marketing, purchasing, report generation and analysis, shipping and receiving. There is a strong emphasis on recurring billing and collections on contracts.

Essential Functions: Tasks that must be performed by the person in this job. Reasonable accommodation(s) may be requested to enable individuals to perform the essential functions.

• Perform department billing per a monthly recurring schedule with accuracy and timeliness, promptly create one-time invoices and update records. Compare actual-billed to projected-billed. Issue credits, debits, refunds as needed.

• Ability to continually be organized, multitask, prioritize, work under pressure, and meet deadlines in a positive and professional manner. Participate in and update assigned Teams projects.

• Greet and provide service to internal and external customers; answer, route, and manage incoming phone calls in a professional and courteous manner.

• Promptly respond to all internal customer inquiries, particularly from Accounting and Service Shops.

• Contact customers by phone, per collection procedures, to arrange for payment on past due accounts in a firm yet courteous manner, per established deadlines.

• Provide administrative support including lease administration, preparing, and sending documents; communicate between management and client/customers.

• Assist the operations teams of both divisions regarding ordering supplies, purchase orders, interacting with vendors.

• Manage and balance petty cash in a timely manner.

• Coordinate and schedule customer, vendor, and support personnel service calls, pickups, deliveries. Manage, order, and restock parts, office, and breakroom supplies.

• Generate, print, analyze, and resolve issues from reports about billing, contracts, purchases, expenses, coding, customer accounts, invoiced but not billed, inventory, etc.

• Other duties as assigned.

Non-Essential Functions: Tasks that may or may not be performed by the person in this job.

• Receive incoming / prepare outgoing shipments; route to appropriate department / ship via appropriate carrier.
• Filing or other duties may be assigned.
• Responsible for marketing correspondence and maintaining the depts. social media accounts and presences.

Education and/or Experience:

High School diploma or general education degree (GED); or 1-year related experience and/or training; or equivalent combination of education and experience; previous experience in billing, collections, office management, or bookkeeping is preferred. Ideal candidates will have experience with NetSuite & Paycom software.