Operations Support System Specialist

Company Description

Kelley Klean the Restoration Team was founded by Dennis Thrower in 1986 as a carpet cleaning company, which later evolved into a full-service Emergency Service cleaning and Total Property Restoration Company in Central Missouri. With certifications in various restoration areas, Kelley Klean is known for its efficiency and commitment to staff training. Servicing Columbia, Jefferson City, and Central Missouri, we handle all types of property losses with expertise.

Role Description

This is a full-time in office role for an Operations Support System Specialist at Kelley Klean the Restoration Team. The Specialist will be responsible for maintaining and improving the operational support systems, handling day-to-day operations, conducting research, providing training, ensuring proper home care procedures, and utilizing strong organization skills. While the role is predominantly located in Columbia, MO, there is flexibility for some remote work.

Position Summary/Purpose

Provide support to management in the orchestration of administrative functions.

Help retain customers by exceeding their expectations through follow up contact with them and through the accurate transcription of customer information.

 

Primary Duties and Responsibilities

•       Answer phones and handle incoming calls.

•       Type and process estimates and business correspondence.

•       Create invoices.

•       Schedule work.

•       Perform customer billing.

•       Track customer and sales data.

•       Perform job costing.

•       Update project notes.

Additional Duties and Responsibilities

•       Assist with lower-level bookkeeping activities (enter invoices, send statements.)

•       Complete inner-office documentation.

•       Ensure timely invoicing on completed projects.

•        Conduct follow-up phone calls to customers.

•       Assist in collecting overdue receivables.

•       Track customer payments.

 

Decision Rights and Authority

•       Prepare invoice documents based on documentation provided.

 

Working Relationships and Scope

• Maintain timely communication and flow of information with technicians, service providers, estimators, and project managers.

             

Performance Competencies

•       Oral Communication

Speaks clearly and persuasively in positive or negative situations. Able to effectively calm excited customers, use questioning to accurately identify the type and extent of problem, and describe the steps that will be taken. Adaptable and able to think on his/her feet.

•       Written Communication

Writes clear, precise, well-organized letters, proposals, and emails. The individual edits work for spelling and grammar and is able to read and interpret written information. Uses appropriate vocabulary and grammar.

•       Planning and Organizing

Plans, organizes, and schedules his/her time in an efficient and productive manner. Focuses on key priorities. Effectively manages multiple tasks simultaneously. Pays attention to details.

•       Process Orientation

Approaches tasks with an understanding of the overall set of steps involved in completing the work. Awareness of what is required for them to complete their job and what others require. Has a continuous improvement mindset – is always thinking about ways to improve and streamline business processes.

•       Technology

Regularly uses standard word processing, spreadsheet, and presentation software tools to enhance efficiency and accuracy of work performed. Proficient at using company-approved software applications for bookkeeping, customer information, and job notes.

 

Qualifications – Knowledge, Skills, and Abilities

•       Education and Experience

High school diploma (or GED) Three (3) to five (5) years of office or bookkeeping experience a plus.

•       Bookkeeping and Accounting

Basic understanding of bookkeeping and cash flow. Experience using bookkeeping software such as QuickBooks, Peachtree, Great Plains, etc. to perform invoicing and job costing.

•       Mathematical Skills

Adequate math skills. Ability to compute ratios and percentages, interpret financial reports, and analyze performance against business plans and industry benchmarks.

•       Computer Skills

Demonstrates intermediate proficiency in the use of computers and computer software, especially MS Office, Word, and Excel. Ability to learn and use enterprise software applications for tracking customer information, posting job notes, scheduling work, and calculating job profitability.

             

Physical Demands

The physical demands described below are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel, reach with hands and arms, and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

 

 Working Conditions

•       The work of this position is predominantly carried out in an office environment. Daily exposure to the shop where vehicles and equipment are housed and maintained is expected.

•       Noise level in the work environment is usually quiet.