Job description

JOB DESCRIPTION

Job Title: Revisions & Billing Coordinator

Department: Administrative Services – Fullerton, CA
Reports To: Order Entry & Billing Supervisor
FLSA Status: Non-Exempt
Pay Scale: $20 to $24

THE JOB/THE GIST
This position is responsible for work order revisions, requesting customer approval for increases to original work orders, billing service work orders and billing recurring monthly invoices for monitoring, maintenance and subscription services.

WHO YOU ARE
You are a self-starter, a driven individual looking to provide world-class service to your clients, colleagues, and community. You are a person of integrity who strives to cultivate an open and accepting work environment where growth, accountability, and quality are valued.

WHO WE ARE
In 1971 we opened doors in Chelmsford, MA before moving headquarters to Southern California.
From our inception we’ve been committed to innovation and world-class service, building off our company values of Quality, Teamwork, Respect, Honesty, Integrity, and Responsibility. Now an employee-owned company, NAVCO is one of the largest security integrators in the country, with security experts who are personally invested and dedicated to creating a safer and more financially secure environment for all.

COMPANY BENEFITS AND PERKS

• ESOP-Employee Stock Ownership Program
• 401 K Retirement Plan
• HSA/PPO health plans, dental, vision, and supplemental life insurance
• Annual Profit-Sharing Bonus
• PTO based on years of service
• 1-4 years: 13 days
• 5+ years: 18 days
• Recognition and Rewards program- Kazoo
• Social Responsibility Day (1 paid workday annually to volunteer in your community)
• 10 paid holidays
• WPYYDWYWCIAD day (We Pay You, You Do What You Want, We Call It A Day day)
• Magellan Employee Assistance Program

HOURS: 7:00 am to 3:30 pm (or as established by Order Entry/ Billing Supervisor)

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

REVISIONS:

• Requests approval from the customer for increases to the original work order
• Maintains revision requests email inbox
• Maintains CRM Revisions View
• Maintains document with special customer instructions for increase approvals
• Use of customer portals
• Communicates with Operations, Sales, Shipping and/or Purchasing when further information is required
• Documents information regarding the work order in D365 Field Services
• Processes follow-up work orders when required to help maintain inventory
• Assists with specialized revisions
• Assists Operations with requesting change orders
• Ability to work in an ever-changing environment

SERVICE BILLING:

• Process service work orders for invoicing per NAVCO and customer specific guidelines while striving to bill at target margin
• Process invoices from subcontractor in preparation of receiving in GP
• Manage assigned billing territories / accounts to ensure timely and accurate month end closing of service billing
• Assist Billing Supervisor with researching and resolving customer questions regarding billing

AGREEMENTS BILLING:

• Process Monitoring contracts out monthly by the 15th of each month
• Process out all Maintenance contracts monthly
• Notifying sales 45 days in advance that contracts are due for renewal
• Run Maintenance Analysis for profitability by the 5th of each month
• Notify managers/dispatch/techs of customer contract status change
• Process out all subscription service contracts monthly
• Notifying sales and managed services of changes 60 days in advance
• Issue contract invoices to customers
• E-billing
• Website submission
• Regular mail

Collections:

• Light Collections
• Utilize a Customer Service/ Soft Collection type of approach to proactively and effectively communicate with customers to resolve any billing errors to collect amounts due for services rendered
• Record collection activity in Great Plains
• Follow Accounts Receivable Collection/ Hold Policy to ensure all customer contact, communications and timeline targets are achieved per attached document
• Help Maintain Receivables email box

Other duties may be assigned to meet business needs. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:
Associate’s degree (A.A) desired; or two to three years related experience and/or training; or equivalent combination of education and experience. Must be detail-oriented and have hands on working knowledge of Excel Spreadsheets and Word documents. Smartsheet experience is desired, but not required.

LANGUAGE SKILLS
Must have the ability to read and interpret instructions, correspondence, and operating procedures. Be able to write routine reports, correspondence, and ability to effectively present information and speak to customers or employees of organization. Excellent phone etiquette and verbal communication skills required.

MATHEMATICAL SKILLS
Must have ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent and to perform these operations using units of American money and weight measurement, volume, and distance.

REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Professional appearance and business casual attire for this position. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.

AAP/EEO STATEMENT
NAVCO provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics.
In addition to federal law requirements, NAVCO complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. NAVCO expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of NAVCO’s employees to perform their job duties may result in discipline up to and including discharge.

Job Type: Full-time

Pay: $20.00 - $24.00 per hour

Benefits:

• 401(k)
• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Physical setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Fullerton, CA 92831: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Office: 1 year (Required)
• Microsoft Excel: 2 years (Preferred)

Work Location: One location

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