Job #
Job Title
Order Entry & Billing Coordinator 1
Department
Location
Waxahachie, TX, USA
Job Type
Shift
Job Description / Details
Summary
SUMMARY
Responsible for daily input of Sales Orders, completing monthly Billing Process, and providing customer/employee assistance in a professional, timely and accurate manner. The primary emphasis
of this position is to manage the daily input of all new Sales Orders as defined within the “Order approval and acceptance process for NAVCO” operating policy.
Other duties may be assigned to meet business needs. The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific
statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
WHO WE ARE
In 1971 we opened doors in Chelmsford, MA before moving headquarters to Southern California. From our inception we’ve been committed to innovation and world-class service, building off our company
values of Quality, Teamwork, Respect, Honesty, Integrity, and Responsibility. Now an employee-owned company, NAVCO is one of the largest security integrators in the country, with security experts who are
personally invested and dedicated to creating a safer and more financially secure environment for all.
COMPANY BENEFITS AND PERKS
• ESOP-Employee Stock Ownership Program
• 401 K Retirement Plan
• HSA/PPO health plans, dental, vision, and supplemental life insurance
• Annual Profit-Sharing Bonus
• Paid Sick & Mental Health Leave: 5 days (annually)
• Vacation Days based on years of service
o 1 year to end of 4 years: 8 days
o 5+ years: 13 days
• Recognition and Rewards program - WorkTango
• Social Responsibility Day (1 paid workday annually to volunteer in your community)
• 9 paid holidays
• 1 Personal Floating Holiday (8 hours annually)
• Magellan Employee Assistance Program
Essential Duties & Responsibilities
HOURS: 7:00 am to 3:30 pm (or as established by Order Entry & Billing Supervisor)
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
ORDER ENTRY:
• Verifies orders submitted by sales team for accuracy and enters complete and accurate orders into CRM per the NAVCO Orders Approval and Acceptance Process.
• Verify orders have imported correctly from CRM to GP.
• Ensure all order costs are accurately recorded in CRM.
• Provides proper paperwork to Operations, Shipping and Purchasing when required.
• Maintains the customer address database in GP.
• Maintains Order Opportunity Folders.
• Creates and receives purchase orders for the operations team.
• Makes product swap revisions to the existing order in a timely matter.
• Documents information regarding the order in CRM.
• Maintain assigned customer’s special order entry notes.
• Problem Solving and Customer/ Order Research.
BILLING:
• Reviews closed orders in CRM for all required documentation and audit policy requirements.
• Communicates with Sales and Operations for missing documentation or audit policy requirements.
• Generates invoices for completed orders in CRM and sends them to the appropriate customer per the billing instructions.
• Creates specials billing excel spreadsheets for customers as required.
• Processes invoices using customer websites or portals when required.
• Processes Customer required documents such as AIA forms, Waivers, etc.
• Processes follow-up orders when required to help maintain inventory.
• Assist Collections Team with process or customer inquiries and complex revisions.
• Maintain assigned customer’s special billing notes and customer portal information.
• Problem Solving and Customer/Billing Research.
CUSTOMER SERVICE:
• Provides daily professional support to operations, sales team, and customers.
• Completes all invoice and billing inquiries in a timely and efficient manner.
• Assists Accounts Receivable Manager in customer Account research projects as requested.
Other General Accounting Duties:
• Serve as utility clerk as needed to provide support to other accounting department areas
as identified and assigned (Account Payable, Purchasing, Order Entry, etc.).
• Provide testing support for new software and software upgrades
Perform other duties as assigned: Provide support to other accounting department areas as identified and assigned.
SUPERVISORY RESPONSIBILITIES
This job has no supervisor
Requirements
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE
Associates’ Degree (A.A) or equivalent from two-year College or technical school preferred; or one year to two years related experience and/or training; or equivalent combination of education and experience. Must be detail-oriented and have hands-on working knowledge of Excel Spreadsheets and Word documents.
LANGUAGE SKILLS
Must have the ability to read and interpret instructions, correspondence, and operating procedures. Be able to write routine reports, correspondence, and ability to effectively present information and speak to customers or employees of organization. Excellent phone etiquette and verbal communication skills required.
MATHEMATICAL SKILLS
Must have ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent and to perform these operations using units of American money and weight measurement, volume, and distance.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
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. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Professional appearance and business casual attire for this position. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.
AAP/EEO STATEMENT
NAVCO provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, NAVCO complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. NAVCO expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of NAVCO’s employees to perform their job duties may result in discipline up to and including discharge.
