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Operations Coordinator

2 months ago

Portland, Oregon, United States Congruex LLC Full time
Job Summary:

The Operations Coordinator is responsible for a variety of activities in the office ranging from invoicing and billing jobs to basic bookkeeping. The Operations Coordinator is responsible for monitoring revenue, keeping track of money owed by customers, preparing invoices, and updating records.

Key Responsibilities:
  • Develop, maintain, and monitor all billing procedures per specific funding source
  • Collect all information needed to calculate bills receivable (order amounts, discount rates, etc.)
  • Follow up on all receivable approvals (billing invoice)
  • Distribution of awarded jobs to managers
  • Assist in office management, organization procedures, data entry of new jobs, photos, and reports
  • Monitor job progress and send reminders for payments and contact customers when assigned
  • Report on activity to upper management
  • Oversee and streamline billing and collections processes
  • Undertake basic bookkeeping tasks, issue invoices, statements, etc.
  • Month-end closing of the billing group information
  • Special program/billing planning and implementation
  • Perform problem escalation and customer service
  • Sort and distribute incoming email and prepare outgoing emails
  • Type, format, or edit routine memos or other reports
  • Copy, file and update paper and electronic documents
  • Collect information and perform data entry
  • Prepare and process bills and other office documents
  • Assist with researching and resolving routine administrative and staff functional support as needed
  • Assist with reception area and phones while performing other job duties simultaneously
  • Assist project managers with project setups, project startup activities, preparation of subcontracts and project closeout packages
  • Communicate with clients and employees; respond to any queries or complaints
Requirements:
  • High school diploma or equivalent; college degree preferred
  • Experience with 3GIS, as-builts and billing for Verizon projects
  • Familiarity with office procedures and basic accounting principles
  • Intermediate to advance knowledge of MS office suite
  • Proven experience as a general office clerk or other clerical position
  • Working knowledge of office devices, such as photocopier, printers, etc.
  • Deadline driven, self-motivated and technically savvy
  • Ability to work independently on multiple projects with minimal direction
  • Ability to be resourceful and proactive when issues arise
  • Excellent verbal and written communication skills
  • Superior time management
  • Strong attention to detail and organization skills
  • Ability to be flexible, take direction with ease, including changes to schedule and workflow priorities
  • Critical thinking skills: make assessments and provide solutions to problems
  • Superior customer service skills
  • Knowledge of ORCA and/or ACAS is plus