Operational Support Administrator

Job Description:

Hobart Service, an Illinois Tool Works Company, has been in business for over 120 years and is the trusted source for Commercial Food Equipment Service Solutions.  We have over 1,700 associates nationwide who serve as valued partners to our customers.  Our employees are dedicated to providing the best customer service, give back to the communities where they live and work, and demonstrate the ITW values of Integrity, Simplicity, Trust, Respect and Shared Risk.

SUMMARY

The selected candidate will be able to perform a variety of duties with a focus on Accounts Receivables, Accounts Payable, Dispatching, invoicing, maintain various files and other functions as needed. The incumbent will be able to prepare and/or maintain Excel and Word documents for correspondence, forms, orders, etc.  The individual must be able to display professionalism and use tact on the telephone when talking to customers and other employees. Individual must be cross trained in all office administration functions. The candidate will perform various other clerical functions as necessary. Supervisory Responsibilities This position has no direct or indirect supervisory responsibilities.  

QUALIFICATIONS

The requirements listed below are representative of the knowledge, skill, and/or ability required to perform this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Work Experience

High school diploma or GED  

Desired Education/Experience  Associates Degree in a business related field is preferred, but not required.

Job —Specific Knowledge  

To perform this job successfully, the individual needs to demonstrate knowledge of these areas as they relate to the primary functions of the job.

• 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.

COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies.

• 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