Fleet Services Administrator - Ind
Gregory Poole Equipment Company - Raleigh, NC

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DESCRIPTION

PRIMARY FUNCTION:
Supports Lift Systems Service Departments through reviewing and billing customer invoices to appropriate vendors and communicating vendor guidelines to all departments to catch and prevent billing errors to reduce accounts receivables. Assists Fleet Services with support of National Fleet Account customers by taking service calls and running reports.

DIMENSIONS:
This role is responsible for maintaining Lift Systems work orders for 3rd party billed customers, reviewing and submitting approximately 900 invoices per month for accuracy, review and coding of over 200 outside dealer invoices per month for National Accounts, and monitoring over $750,000 in accounts receivables for timely payment.

ESSENTIAL DUTIES:
1.Takes service calls for GPLS Fleet Services National account customers.
2.Opens work orders for 3rd party billed customers for Lift Systems division and enters special notes related to special handling processes based on customer/vendor guidelines before job is dispatched. This includes vendor National account work orders as well as GP Fleet Services National customers.
3.Review all 3rd party billed work orders for accuracy and standards compliance prior to closing.
4.Close all 3rd party billed work orders and invoice immediately.
5.Review for accuracy and standards compliance on all invoices for...
a)MCFA managed accounts transmitting through iFMS electronic median
b)Crown managed accounts transmitting through Partner website
c)Multiple customers requiring special handling to be done manually.
d)Caterpillar purchases billed through Ariba Spend Management
e)Provides necessary supporting documentation to 3rd party vendors
6.Contacts appropriate branch service, parts or rental staff for missing or needed information before transmitting invoices.
7.Submits quotes to 3rd party vendors who require special handling.
8.Monitors 3rd party vendor site reports for missing information and rejections. Relays to billing department in an effort to timely correct to secure payment for services rendered.
9. Reconciles internal accounts related to 3rd party billing monthly to verify all invoices were received and processed and proper payments are being received.
10.Run MCFA iFMS credit report weekly and print off all iFMS customer credit memos.
11.Use CODA to find paid invoices, review for credit match, enter credit number in comment line of CODA, code credit, and send to A/P for posting.
12.Allocates and reconciles 3rd party vendor accounts paid by credit memo such as MCFA.
13.Assists Fleet Dispatch by running WIP over 60 days report on National Fleet Account customers.
14.Assists Fleet Services by coding and submitting outside dealer invoices to accounts payable
15.Supports Fleet Service Dispatch by receiving local and National Fleet Account customer repair requests. This will require, at times, being available afterhours.
16.Backs up call center.

MINIMUM REQUIREMENTS:
Education: Two-year associate degree in accounting or business related field preferred or High School graduate with two years work experience in a related field.

Work Experience: Experience in accounts payable or credit preferred. Experience with forklifts or other material handling equipment preferred.

Physical: Must be able to sit for extended periods using a PC and telephone. Must have ability to clearly communicate with both external and internal customers on the phone and in person.

Other: Pleasant personality. Basic knowledge of accounting and book keeping principles very helpful. Basic knowledge of Industrial Equipment systems very helpful. Must have intermediate PC skills such as MS Word, Excel, and Power Point

This job description is not intended to be all-inclusive. Your supervisor may request and assign you similar duties.

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