Office Support Representative

The Office Support Representative possesses knowledge of the sales invoicing, billings and collections of customer accounts. The Office Support Representative also provides the highest level of customer service with in-house service technicians and external customers. The position will communicate daily with customers and technicians to keep projects on track throughout the organization. In addition, the Office Support Representative represents Thomas in a professional, knowledgeable and courteous manner and supports the Finance Leader and Finance Team. Essential duties include:

• Complete processing of service work orders through invoicing customers timely and accurately with input from service technicians verifying pricing of products and services.

• Actively pursuing collection from customers maintaining a low balance of past due invoices over 30 days through phone and email correspondence.

• Process credit card payments as part of collections.

• Administer, manage and update service contracts through QuickBase billing timely each contract renewal.

• Provides superior customer service both internally & externally.

• Corresponds with various departments to resolve invoice and service issues.

• Process additional invoices as needed.

• Review customer accounts and resolve any outstanding issues.

• Partners with NCI Finance Lead on monthly sales forecasting.

• Verifies vendor accounts by reconciling monthly statements and related transactions.

• Maintains historical records by retaining and filing documents.

• Protects organization’s value by keeping information confidential.

• Updates job knowledge by participating in educational opportunities.

• Partner with NCI Finance Lead and Corporate Controllership team on annual audit requests.

• Performing other duties as assigned or required.

SUPERVISORY RESPONSIBILITIES

This position does not have any supervisory responsibilities.

PHYSICAL DEMANDS - the physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This position frequently requires sitting, finger dexterity, talking, hearing and visual acuity. It occasionally requires standing, walking and reaching. It rarely requires lifting (average weight 20lbs).

SKILLS/REQUIREMENTS

• High school diploma, GED, or equivalent required

• Bachelor’s degree in accounting, finance, or related field a plus

• Previous invoicing, collections and customer service experience preferred.

• Proficiency in Microsoft Office [Outlook, Word, Excel] required.

• Must have knowledge of ERP systems invoicing functionality.

• Working knowledge of NetSuite preferred but not required.

• Must be eager to learn additional processes and take on additional tasks, as needed.

• Highly organized and exceptional data entry skills required.

• Must be able to work in a fast-paced environment and process many invoices

with minimal errors.

• Must be able to utilize critical thinking skills to effectively resolve issues.

MENTAL DEMANDS

• Must be able to manage multiple projects and tasks and meet frequent deadlines.

• Must be flexible and adapt to process changes quickly.

• Must pay close attention to detail.

• This position has a predictable work schedule.

• This position has a moderate level of decision-making ability.

• This position ability to work independently is important.

• Must be willing to ask questions and ask for help.

WORKING CONDITIONS-the work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This position has no exposure to environmental conditions such as chemicals, or extreme weather conditions.

Thomas Scientific LLC is an Equal Opportunity Employer.