Full job description

The Operations Specialist is responsible for providing administrative support to the operations management team in order to ensure that all work order processes regarding customer service, work order set up, and work order invoicing are carried out efficiently and effectively. This position will track and manage all records, ensure company policies and procedures are followed, and provide superior customer service.

Responsibilities include:

• Ensure Operations documentation control
• Handle customer inquiries and communication in a professional and efficient manner
• Draft documents, memos, and emails as needed
• Ensure system entries, set ups, invoicing, etc. are up-to-date, accurate, and compliant with company policies
• Maintain Operations email and voicemail daily
• Answer the office Teams system phones, effectively transfer calls as appropriate, research customer inquiries as needed
• Renew Service Contracts in system
• Set up new work orders from 3rd party customers
• Set up new work orders based off sales proposals from Operations team
• Set up New Service Contracts based off inspection agreements from Operations team
• Set up and maintain sites and customers data and their appropriate site & AP contact information in the system
• Customer correspondence as necessary
• Update Building Reports with new site locations
• Send Updates to 3rd party customers with schedule dates of open work orders
• Bill completed work orders in Work Order Done Status
• Email invoices to AP at Customer location
• Collect Aging AR customers for payment status twice per month (approx. 1st and 15th of month)
• Upload Invoices, Completed Work Orders and Inspections Reports to 3rd party portals or customer portals
• Upload Inspection reports to the Compliance Engine for certain cities
• Send Inspection reports to appropriate city contacts
• Follow up with the techs when completed paperwork or inspection reports are missing
• Assign techs to work orders
• Maintain the Active Spectrum Job List spreadsheet with new work orders with the Work Order number, Site Location, Work Type, Job Description, Notes, Price, PO #, and Invoice #
• Other Operations support and administrative duties as assigned

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