Overview
Office Specialist Jobs in West Palm Beach, Florida, USA at RoadSafe Traffic Systems
Position: *Office Specialist
Title:
Office Specialist
Classification:
Non-Exempt
About the Organization
Road Safe Traffic Systems is the largest national provider of traffic safety products and services in the United States. Road Safe serves customers in all 48 contiguous states through its network of more than 60+ branch locations. At Road Safe, we offer competitive pay, growth potential, and an excellent benefits package, including medical, dental, vision, and 401(k) plans for those who qualify.
We recognize and value diversity and are committed to creating an inclusive environment for all employees.
POSITION SUMMARY:
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. Success in this position requires proficiency in MS Outlook, Excel, Word, and office equipment, and strong organizational skills and attention to detail.
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.
Reviewing and processing work tickets daily to ensure timely and accurate documentation.
Daily, Weekly or Monthly invoicing of daily rentals, lane closures and flagging operations.
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.
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.
May be required to assist with timely submission of weekly payroll, including employee timesheet corrections. This includes an occasional weekend on holiday payroll weeks.
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:
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 be considered without regard to race, color, religion, gender, national origin, disability, or veteran status.
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Title: Office Specialist
Company: RoadSafe Traffic Systems
Location: West Palm Beach, Florida, USA
Category: Administrative/Clerical (Bookkeeper/ Accounting Clerk, Office Administrator/ Coordinator), Accounting (Accounting Assistant, Accounts Receivable/ Collections, Bookkeeper/ Accounting Clerk, Office Administrator/ Coordinator)
