Overview
Billing & Office Administrator Jobs in Southaven, MS at SERVPRO of Southaven & Horn Lake – 11851
About Prototek
Prototek is a leading national provider of digital based manufacturing services including CNC machining, precision sheet metal fabrication, EDM, and additive manufacturing services. Prototek serves a variety of customer end markets, including aerospace, defense, medical, robotics, electronics, consumer, and general industrial. Prototek has manufacturing locations across the United States including facilities in New Hampshire, Wisconsin, California, and Pennsylvania. Prototek is ISO 9001:2015 and AS9100D:2016 certified as well as ITAR Registered. For more information, visit www.prototek.com.
Job Summary
The role of the Office Manager is to provide administrative support to ensure successful operations of the facility. This position will serve as a point of contact for clients, vendors, and other patrons, employing exceptional customer service and professionalism. With a strong understanding of company office procedures, this position will solve intermediate to complex level problems to ensure accuracies in company processes and records. Strong time management skills and resourcefulness will be crucial for success.
Essential Functions
Answer and direct incoming calls using a multi-line phone system
Monitor office email; direct to appropriate employees and departments
Greet and assist clients, vendors and other patrons; maintain visitor log
Maintain organized filing systems for a variety of records
Collect and distribute incoming mail; prepare documents for mailing
Request new customer information and enter in QuickBooks
Manage customer sales tax certificates; update QuickBooks as required and submit for AVATAX entry
Collect and process client credit card information; manage merchant account
Gather credit reference data for customer credit application approval; update QuickBooks with terms data
Monitor collections of accounts receivables; communicate past due accounts with customers and generate reports for RFQ and corporate office
Match vendor invoices with packing slips, code with correct general ledger account, and submit to corporate office
Reconcile UPS invoices, enter in QuickBooks, and submit to corporate office
Receive ProtoCAM Stripe (IPCC) payments in QuickBooks
Update IMAT orders in Streamics
Complete customer/vendor/supplier documents as requested
Assist with annual inventory for all MWP business locations
Create SOP for processing essential functions of position; maintain SOP organization
Create and maintain active email list for company; update accordingly with employee hires and exits
Maintain employee list of information that is updated with active employees
Train necessary personnel for out of office coverage
Assist human resources with employee engagement as requested
Create, organize and maintain company (site) calendar and manage appointment scheduling as requested.
Maintain a safe, clean, and organized work environment
Other duties as assigned
Technical Competencies
Proficient customer service skills
Proficient knowledge of office equipment and its functions
Proficient knowledge of Microsoft Office for word processing and data entry
Proficient data management skills
Proficient knowledge of QuickBooks or related accounting software
Basic knowledge of business and accounting principles
Behavioral Competencies
Demonstrate motivation and accountability to achieve individual and department goals
Demonstrate effective written and verbal communication skills to tactfully collaborate with team members
Organize, prioritize and manage multiple medium to high complexity projects in a cross-functional environment
Demonstrate initiative and personal accountability to meet work demands; work effectively under pressure with limited supervision
Grasp intermediate to complex concepts, anticipate possible problems, and generate solutions with proficient problem-solving skills
Strong attention to detail and commitment to accuracy of work
Education and Experience:
High School Diploma or equivalent
2+ years’ professional office experience required
Physical Requirements & Professional Experience:
Ability to sit for extended periods of time
Ability to use hands and fingers to operate computer and office equipment and handle documents
Ability to bend, stoop, kneel and crouch occasionally throughout workday
Ability to carry or lift up to 10 lbs occasionally throughout workday
Ability to focus vision for close vision, depth perception, and adjusting to sharp focus
Work Hours/Travel:
1st shift work schedule, Monday – Friday
Remote work not available
No travel required
What Prototek Offers:
Career advancement opportunities
Flexible Schedule
Competitive pay scale
Paid time off (PTO) starting at 80 hours with annual increase for each year of service
9 paid Holidays annually
Education reimbursement program
Health, dental, vision, life and short-term disability insurance
Company paid life and long-term disability insurance
Employee Assistance Program (EAP)
401(k) match: 100% of 3% and 50% for 4% and 5%
Additional Information:
Prototek maintains International Traffic in Arms Regulations (ITAR) compliant operations in United States based facilities. This position is subject to ITAR which requires U.S. Person status. ITAR defines U.S. Person as U.S. Citizens, lawful permanent residents, or foreign nationals granted refugee or asylee status.
Apply TODAY! We look forward to meeting you!
We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, national origin, sexual orientation, gender, gender identity, veteran status, disability, or any other protected class.
EEO is The Law – click here for more information: https://www.eeoc.gov/sites/default/files/migrated_files/employers/poster_screen_reader_optimized.pdf
We endeavor to make this site accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact 603-746-2001 or email us: [email protected]. You may also write to us and we will be happy to assist you with the application: Prototek, 205 Pine St., Hopkinton, NH 03229
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Title: Billing & Office Administrator
Company: SERVPRO of Southaven & Horn Lake – 11851
Location: Southaven, MS
