Billing & Operations Support Specialist

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, giving 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 perform a variety of duties focused on Accounts Receivables, Accounts Payable, Dispatching, invoicing, and maintaining various files and other functions as needed. The incumbent will prepare and maintain Excel and Word documents for correspondence, forms, orders, etc. The individual must display professionalism and use tact on the telephone when talking to customers and other employees. The candidate will perform various other clerical functions as necessary. Supervisory responsibilities: None. 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: Associate’s Degree in a business-related field is preferred, but not required. Job — Specific Knowledge Customer Service – highly professional demeanor with excellent telephone skills and etiquette, utilizing 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 – learn 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 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 payment on cash on delivery (COD) invoices if no payment is received at time of work order creation. Credit Card Payment Processing/Posting: Process and post credit card payments accurately. Collections Under $500: Manage collections for past due balances under $500, routing all collections to Troy. Credit Application Support: When applicable, provide credit card payments accurately Assist with the flow of credit applications to corporate for review (Corporate should handle this start to finish once requested by branch). Customer Inquiries: Communicate with customers regarding invoice inquiries. Respond to accounting voicemails in the Five9 system. Handle accounts receivable customer inquiries efficiently. This role will not have time for this in big branches unless there are multiple operational support roles. Update Customer Billing Information: Maintain and update customer billing email addresses to ensure invoice efficiency. Audit Compliance: Ensure compliance with internal control questionnaires (ICQ) and record retention policies. Mailing Check Payments: Mail check payments to the corporate lockbox for processing. Certificates of Insurance/W9: Manage and maintain certificates of insurance and W9 forms. Customer Tax Exemption Forms: Submit customer tax exemption forms to the Tax Manager for activation. Accounts Payable (if applicable): Manage accounts payable tasks, including processing payments and maintaining records. Physical Demands & Work Environment While performing the duties of this job, the employee may: Lift up to 75 lbs with or without assistance Climb up to 10 ft with an A-frame ladder Occasional roof access may be necessary through extension ladders or fixed ladders greater than 20 feet Kneel, squat, bend, push/pull Move in different positions to accomplish tasks in various environments including tight and confined spaces Working Conditions: Office facility Exposure to noise, heat, cold, slippery, wet dirty conditions may occur Travel requirement up to 10% of time Hours of Work: Normal business hours with occasional/frequent/extended hours as needed Flexibility with schedule to meet critical deadlines Extended hours may include nights and/or weekends Normal scheduled hours cover early mornings, evenings and/or weekends Be available to work overtime as required Equal Opportunity Employer Hobart Service is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. ITW and Hobart Service are committed to providing a healthy and safe environment for all employees. Hobart Service is tobacco-free (including e-cigarettes) on campuses and within company vehicles and maintains a drug-free workplace. If you are a qualified individual with a disability and are unable or limited in your ability to use or access the online application system process due to your disability, please contact Human Resources at View email address on click.appcast.io to request assistance. No other requests will be acknowledged. Compensation Information The pay rate will depend on the successful candidate’s qualifications and prior experience. ITW is an equal opportunity employer. We value our colleagues’ unique perspectives, experiences and ideas and create workplaces where everyone can develop their careers and perform to their full potential. As an equal employment opportunity employer, ITW is committed to equal employment opportunity and fair treatment for employees, beginning with the hiring process and continuing through all aspects of the employment relationship. All qualified applicants will receive consideration for employment without regard to race, color, sex, gender identity, sexual orientation, religion, national origin, age, disability, protected Veteran status or any other characteristic protected by applicable federal, state, or local laws. #J-18808-Ljbffr Hobart Food Equipment and Service