Operations Support Specialist III

2 weeks ago

Oakland, California, United States Mitsubishi Electric US Full time

POSITION SUMMARY:

Under general supervision, the Operations Support Specialist III is tasked with delivering essential support for branch activities. Responsibilities may include various functions across accounting platforms such as SAP, Total Service, and Concur Travel & Expense.

Key Responsibilities:

  • Adhere to established protocols for all office operations, including IIPP, Payroll, Accounts Receivable (A/R), and Accounts Payable (A/P).
  • Achieve proficiency in all MEUS systems and digital tools (Total Service, SalesForce, ADP, etc.).
  • Accurately log mechanics' hours into the database (Total Service and SalesForce) on a daily basis and facilitate weekly payroll processing.
  • Generate weekly A/R invoices and input them into customer billing systems as required.
  • Engage with customers regarding outstanding receivables as instructed.
  • Create Purchase Orders as requested and assist with parts ordering as needed.
  • Submit Total Service documentation for all accounts and jobs related to Customers/Accounts & Vendors.
  • Prepare invoices for payment processing.
  • Manage Inspection Reports and maintain Open Order / Inspections / Planned Repair documentation and electronic files as directed.
  • Code payments for accurate distribution and ensure compliance with payment policies.
  • Prioritize payments based on potential cash discounts and payment terms, ensuring discounts are utilized when available.
  • Provide proof of material delivery to the Finance department.
  • Maintain vendor relationships and perform account reconciliations.
  • Request information for new vendors and maintain relevant documentation, including W-9 and W-8 forms.
  • Process contracts upon receipt, including electronic files, Certificates of Insurance (COI), bond requests, and other related documentation.
  • Respond to general customer service inquiries and service support requests via telephone.
  • Oversee mail distribution and preparation, including packages via FedEx or other carriers.
  • Offer administrative assistance to other office staff, including material research, bid forms, correspondence, and various reports as required.
  • Coordinate service repairs for office equipment (printers, copiers, etc.) and other office-related services (telephone, data, etc.); order company and general office supplies.
  • Perform additional duties as assigned.

EDUCATION AND EXPERIENCE:

  • 3-4 years of relevant experience.
  • A high school diploma is required; college coursework in accounting is preferred.
  • Demonstrated strong work ethic, organizational skills, time management, and self-motivation.
  • Ability to adhere to standard filing procedures.

The pay range for this position is expected to be between $25.00/hr and $34.38/hour; however, actual base pay may vary based on individual factors, including market location, job-related knowledge, skills, and experience. The total compensation package may also include additional elements such as commissions based on individual performance and/or sales metrics, incentive compensation, and discretionary awards, along with a comprehensive range of medical, financial, and other benefits (including 401(k) eligibility and various paid time off benefits). Details regarding participation in these additional compensation and benefit plans will be provided upon receiving an offer of employment.

If hired, the employee will be in an "at-will position" and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

In compliance with federal law, all individuals hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

The Company is an equal employment opportunity employer. All employment decisions are made without regard to race, color, religion, sex, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, sexual orientation, gender identity, gender expression, domestic partnership, physical disability, mental disability, medical condition, genetic characteristic or information, military or veteran status or other legally protected status.

The Company will not discharge or discriminate against employees or applicants for inquiring about, discussing, or disclosing their own pay or the pay of another employee or applicant.

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