Administrative Support Specialist

Administrative Support SpecialistThe Administrative Support Specialist serves as a cross-functional team member supporting administrative operations, customer service, billing inquiries, contract administration, collections support, and Tier 1 service coordination. This role is designed to provide operational redundancy and cross-training across administrative functions while serving as a key customer-facing resource.The Administrative Support Specialist acts as the point of contact for customer billing and contract-related questions, assists with accounts receivable activities, and helps coordinate service delivery for Audio Visual (AV), Physical Security, and other designated solutions. This position is responsible for triaging support requests, maintaining customer communication throughout the service process, and ensuring issues are routed appropriately to technical teams.The ideal candidate is highly organized, customer-focused, detail-oriented, and capable of managing multiple priorities while maintaining professional communication with customers, vendors, and internal teams.Administrative SupportUtilize Autotask, Acumatica, and other business systems to support daily operations.Provide cross-functional administrative and operational support.Maintain accurate customer, contract, and service records.Assist with process documentation and continuous improvement initiatives.Customer Billing & Accounts Receivable SupportServe as an escalated contact for customer billing inquiries and invoice-related issues.Research and resolve billing discrepancies in coordination with internal teams.Assist with collections activities, account follow-up, and payment status inquiries.Support invoice preparation, distribution, and related financial documentation.Contract AdministrationRespond to customer questions regarding agreements, renewals, service contracts, and billing terms.Support contract processing, tracking, and documentation management.Ensure contract records remain accurate and up to date within company systems.Customer Support & Service CoordinationServe as the primary Tier 1 support and administrative coordinator for designated Velocity1 solutions, including AV and Physical Security.Receive, document, triage, and route support requests while gathering information needed for troubleshooting and dispatch.Coordinate technician scheduling and service delivery with internal support and field teams.Monitor ticket progress, maintain service documentation, and provide customers with timely status updates.Escalate issues when necessary and ensure service requests are resolved to customer satisfaction.Operational & Financial SupportAssist with proposal, order, and agreement processing.Support onboarding, implementation, and installation activities through project coordination.Assist with inventory tracking, procurement, and vendor coordination.Support reporting and administrative activities related to customer accounts and service operations.Work EnvironmentThis job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.Position Type/Expected Hours of WorkFull time – 40 hours/weekTravelNone.Required Education and ExperienceHigh School diploma required. Must have some level of admin/support level experience—data entry, workflow, billing, etc.Preferred Education and ExperienceBachelor's degree.AAP/EEO StatementVelocity1 provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.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.