SymQuest a Konica Minolta company currently has an exciting opportunity for an Document Administrative Support Specialist! This role will be supporting the document sales orders, the billing and as maintaining client contracts monthly to ensure accurate invoicing.

The Document Admin Support Specialist will also work with internal groups to build efficiencies between systems and teams.

Responsibilities

Major Goals/Responsibilities

• Process sales orders and update sales order management systems
• Process invoices and credits for sales orders, projects and contracts
• Set-up and continual maintenance to all contracts in the system
  • Maintain internal database systems
• Provide support to SymQuest Sales Representatives that includes, but is not limited to;
• Updated relevant service rate/contract profitability information and reports as needed
• Internal credit approvals and lease approvals
• Produce client facing reports
• Provide client support as it relates to billing questions/rates
• Manage Lease portfolio and provide assistance with upload/download of data for billing/payments to and from leasing vendors
• Scanning (imaging) of all deal paperwork to virtual file cabinets
• Month End Reporting and processes
• Managing email boxes to ensure timely responses to internal and external customers

Criteria Measurement:

• Maintain quality billing and contract setup metrics
• Respond to new orders within 2 business hour
• Invoice deals and projects within 1 business day of receiving appropriate paperwork
• Provide Sales Representatives with relevant data within 1 business day of their request

Essential Activities:

• Managing sales orders & projects from entry to invoicing — 25%
• New contract set up and continual maintenance — 25%
• New Lease creation/maintenance of lease portfolio — 15%
• Manage email inbox to ensure timely response to internal & external clients  — 25%
• Projects — 10%

Primary People Contacts:

• Clients
• Client Support
• SymQuest Sales Representatives
• Leasing Partners
• Third Party Vendors
• Management

Qualifications

• Detail oriented
• Self motivated
• Positive attitude
• Creative
• Must work well in a team
• Must have integrity and trust
• Customer focused (internal & external)
• Effective at organizing
• Effective time management
• Ability to work in a fast paced environment
• Ability to handle multiple tasks & meet department standards
• Strong PC skills; experience producing reports and validating data required

Prerequisites:

• College Degree, equivalent work experience
• Excellent PC Skills
• Enjoys working with clients (internal & external)
• Strong communication skills
• Enjoys working with numbers

Toughest Part of the Job:

• Priority setting, time management & organizing
• Holding others accountable for compliance to guidelines
• Balance under stress
• Achieving 100% accuracy in billing, sales order entry and contract setup/maintenance
• Maintaining effective internal relationships with Sales Representatives
• Meeting deadlines for processing billing and credits