Office Specialist

Office Specialist

The Office Specialist oversees critical office functions, with a focus on accounts receivable and payable. This role involves processing invoices, managing payments, and reconciling accounts using billing software, while ensuring accuracy and promptly resolving discrepancies. Additional duties include providing general office support.

Essential Functions:

• Answering and directing incoming phone calls to the appropriate personnel or departments.
• Setup jobs in TCR system and electronically dispatch related tickets to field technicians to perform daily rental set-ups, traffic closures, and flagging operations.
• Add and Manage Customer Pricelists in TCR
• Reviewing and processing work tickets daily to ensure timely and accurate documentation.
• Handling police detail requests from Dispatch and payments in a timely manner.
• Ensuring all Viewpoint job numbers are entered timely, so they do not hinder payroll processing, making sure payroll is completed, and submitted on time each week
• Daily, Weekly or Monthly invoicing of daily rentals lane closures and flagging operations
• Entering data/ invoicing into customer portals as required for accurate tracking and reporting.
• Scanning of customer checks using banking software including recording the related deposits using the Vista system.
• Process and apply credit card payments efficiently and accurately.
• Prepare sales quotes and handle related billing tasks.
• Submit and track purchase order requests.

• Manage Accounts Receivable (A/R) by overseeing invoicing, monitoring overdue accounts, and following up on outstanding payments.

• Process Accounts Payable (A/P) by reviewing, coding, and processing vendor invoices to ensure timely payments.

• Reconcile accounts regularly to ensure accuracy and resolve discrepancies in A/R and A/P.

• Address and resolve billing-related inquiries or issues from clients or vendors.
• Managing the company's cell phone inventory, including setting up and activating phones for new hires, and troubleshooting issues by coordinating with the designated contact for phones and apps.
• Serving as a backup to the Onboarder by assisting with tasks related to New Hire Orientation.
• Following all safety rules and regulations to maintain a safe work environment.
• Adhering to all company policies and procedures to ensure compliance and consistency.
• Performing other duties as assigned to support operational needs and team goals.

Education, Experience and Skills Required:

• High school diploma or GED required; associate degree preferred.
• 3-5 years of administrative experience required; construction industry experience is a plus.
• Strong verbal, written and interpersonal skills.
• Attention to detail to ensure invoices are error-free and payments are applied correctly.
• Proficiency in using billing software and accounting systems is essential for processing invoices, payments, and reconciling accounts accurately.
• Strong numerical skills and the ability to analyze financial data are necessary to identify discrepancies, resolve billing issues, and provide accurate reports.
• Ability to work in a fast-paced construction office environment.
• Ability to organize and prioritize workload to meet deadlines.
• Proficient in MS Outlook, Excel and Word as well as skilled use of office equipment.
• Knowledge of Vista and TCR software a plus.

EOE Statement: We are an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.