Job #
Job Title
Revisions Coordinator
Department
Administrative Services
Location
Fullerton, CA, USA
Job Type
Shift
Job Description / Details
Summary
THE JOB/THE GIST
This position is responsible for processing revisions on work orders, seeking customer approval for change orders, order entry, billing and submitting invoices accurately. In addition, this position will follow the “NAVCO Orders Approval and Acceptance Process”. The position requires strong oral and written communication skills with the ability to work collaboratively with cross functional teams and across all levels.
WHO YOU ARE
You are a self-starter, a driven individual looking to provide world-class service to your clients, colleagues, and community. You are a person of integrity who strives to cultivate an open and accepting work environment where growth, accountability, and quality are valued.
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 in 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
• PPO & HSA 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
HOURS: 7:00 am to 3:30 pm (or as established by Order Entry/ Billing Manager)
Essential Duties & Responsibilities
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
REVISIONS:
Requests approval from the customer for increases to the original work order
• Maintains revision requests email share inbox
• Maintains document with special customer instructions for increase approvals
• Use of customer portals
• Communicates with Operations, Sales, Shipping and/or purchasing when further information is required
• Document information regarding the work order in D365 Field Services/ Net Suite
• Processes follow-up work orders when required to help maintain inventory
• Assists with specialized revisions
• Assist the Operations team with requesting change orders approvals
Note: NAVCO is currently transitioning to NetSuite as part of our business systems’ upgrade
AGREEMENTS BILLING:
• Process Monitoring contracts out monthly by the assigned date each month
• Process out all subscription service contracts monthly
• Issue contract invoices to customers
o E-billing
o Website submission
o Regular mail
• Assist in processing renewed service agreements through sales hub
ORDER ENTRY:
• Verifies orders submitted by sales or customer support team for accuracy and enters complete and
accurate orders into NAVCO Field Service/Net Suite per the NAVCO Orders Approval and Acceptance
Process.
• Verify orders have imported correctly from Sales Hub to NAVCO Field Services/ Net Suite.
• Ensure all order costs are accurately recorded in NAVCO Field Services/Net Suite.
• Provides proper paperwork to Operations, Shipping and Purchasing when required.
• Maintains the customer address database in Sales Hub and NAVCO Field Services/ Net Suite.
• Maintain assigned share excel OEB sheet.
• Problem Solving and Customer/ Order Research.
Note: NAVCO is currently transitioning to NetSuite as part of our business systems’ upgrade.
BILLING:
• Reviews closed orders in Field Services D36/ NetSuite for all required documentation and audit
policy requirements.
• Communicate with Sales and Operations for missing documentation or audit policy requirements.
• Mark invoices completed in CRM and send to the appropriate customer per billing instructions.
• Create special 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.
• Assist the Collections Team with process or customer inquiries and complex revisions.
• Maintain assigned share excel OEB sheet.
• Problem Solving and Customer/Billing Research.
Note: NAVCO is currently transitioning to NetSuite as part of our business systems’ upgrade
Other duties may be assigned to meet business needs. The duties listed above 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.
Requirements
SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.
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 function.
EDUCATION and/or EXPERIENCE:
Associate’s degree (A.A) desired; or two to three 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. Smartsheet experience is desired but not required.
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 are required.
MATHEMATICAL SKILLS
Must have the 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 accommodation 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 accommodation 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.
