What are the responsibilities and job description for the Administrative Specialist position at RoadSafe Traffic?
Title : Administrative Coordinator
Classification : Non-Exempt
About the Organization
RoadSafe Traffic Systems is the largest national provider of traffic safety products and services in the United States. RoadSafe serves customers in all 48 contiguous states through its network of more than 60 branch locations. At RoadSafe, 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 Administrative Coordinator is responsible for managing administrative, sales, and financial processes to support efficient office operations and business growth. Key duties include handling customer communications, processing sales quotes, overseeing billing and invoicing, maintaining financial records, and supporting inside sales and payroll functions. This role also involves office management tasks like inventory control and new hire orientation support, contributing to customer satisfaction and operational efficiency.
ESSENTIAL FUNCTIONS :
- Answer and direct incoming phone calls to appropriate personnel or departments.
- Perform inside sales functions, including preparing formal sales quotes, verifying inventory, and coordinating delivery or pickup arrangements.
- Manage customer price lists and ensure pricing aligns with sales and management expectations.
- Handle billing and financial processes, including accounts receivable and payable, daily invoicing, credit card payments, and reconciliation.
- Process customer statements accurately and in a timely manner.
- Approve coding for invoices to ensure accuracy and compliance with company policies.
- Review and process work tickets, ensuring timely and accurate documentation.
- Enter data and invoices into customer portals and manage documentation using systems like Vista and TCR.
- Ensure payroll processing is completed accurately and on time.
- Address and resolve billing-related inquiries from clients or vendors.
- Strengthen relationships with current customers through effective account management and proactive communication.
- Identify and pursue new customer acquisition opportunities.
- Serve as backup for front desk coverage, job setups in TCR, and new hire orientation support.
- Manage company cell phone inventory and troubleshoot technical issues.
- Participate in vendor-led product training and collaborate with internal teams for continuous learning.
- Ensure billing and operational processes align with contract parameters.
- Assist with monthly inventory counts and cost tracking.
- Adhere to all Company Policies and Procedures.
- Perform other work-related duties as assigned.
EDUCATION, EXPERIENCE AND SKILLS REQUIRED :
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.
