Invoicing and Administrative Coordinator - CAT Rentals
About the role
Reviews all sales orders prior to invoicing and verifies accuracy of ID and S/N of items being shipped. Prepares quotes, enrollment and system upload of product warranties. Uploads sales documents to the archive system. Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by the appropriate manager. Conducts research, compiles and prepares statistical reports. Organizes and maintains file system and files correspondence and other records. Coordinates and arranges meetings, prepares agendas, reserves and prepares facilities. Prepares outgoing mail and correspondence, including e-mail, faxes, etc. Performs other duties as assigned.
Essential Job Competencies
- Safety: Fully supports, encourages and follows safe work behavior, and considers safety of paramount importance in the workplace.
Job Specific Skills
- Demonstrates the required depth and mastery of knowledge and skill associated with the job as identified in the Learning Management System (LMS) and other applicable sources.
- Demonstrates the effective application of the job specific knowledge, skills and ability required to resolve job related challenges in the workplace.
- Uses active listening skills, conveying information with the appropriate medium that is clear and easily understood.
- Uses feedback to verify effective and accurate communication has occurred.
- Ensures that others having a need to know are kept informed about developments, progress, problems and plans through consistent, effective communication. Avoids surprises.
- Anticipates, notices, and understands concerns of others, involving them in a process or decision to ensure their support.
- Develops and maintains positive relationships.
- Compares observations or finished work to what is expected to find inconsistencies. Clearly documents sources, and organizes the information according to the research needs.
- Creates realistic schedules and follows them. Evaluates progress against schedule and goal. Identifies the sequence of tasks and the resources needed to achieve a goal, and prioritizes key action steps.
- Seeks and uses others' input about critical actions, timelines, sequencing, scope, methodology, expected outcomes, and priorities. Adjusts plans based on input.
- Sees old problems as opportunities for creative problem solving while staying within the parameters of good practice. Develops and fosters better, faster, or less expensive ways to do things. Thinks in terms of desired outcomes, not just reactive, quick solutions. Energized by any challenge that stands in the way. Remains agile and adapts in a high degree of ambiguity.
- Has a strong sense of urgency and commitment to achieve desired results in the face of obstacles and frustrations. Remains focused, does not get bogged down in unnecessary detail. Identifies and utilizes the most efficient methods to successfully achieve tasks on time despite unforeseen events. Driven, maintains a sense of urgency and adjusts schedules as needed to achieve without sacrificing quality of work.
- Demonstrated concern to be responsible, reliable, and trustworthy. Maintains commitments. Respects the confidentiality of information or concerns shared by others. Is honest and forthright with people. Takes personal responsibility for the quality and timeliness of work. Punctual, follows instructions, policies, and procedures.
- Keeps functioning effectively when under pressure and maintains self-control in the face of hostility or provocation. Remains calm under stress. Can effectively handle several problems or tasks at once. Controls response when criticized, or provoked.
Education And Experience
- Formal Education: High School diploma or GED.
- Experience: 1-2 years Required / Credentials: Able to easily and effectively comprehend written material and communicate orally and in writing with employees and customers. 1 to 3 years of experience in an Administrative capacity. Must possess skills in Microsoft Word, Excel, Power Point, Lotus Notes, and Internet.
Updating of Job Knowledge
Job requirements do not significantly change over time.
Responsibility for Change, Innovation, Overall Improvement, and/or Effectiveness
Problem Solving: Job requires complex problem solving ability with little guidance. Independent research and analysis are sometimes required to develop solutions. Creativity: Job requires some creativity to generate solutions or improve effectiveness within well-established boundaries. Autonomy: Job is closely monitored and allows for no significant discretion or independence in scheduling or methods of completing assigned work.
Physical Demands
N/A
Organizational Impact
A person's performance in this job has significant immediate impact on expense, efficiencies or achievement of overall department and company objectives.
Supervisory Responsibility
Job has no subordinates / no supervisory responsibility (may work independently or as a member of a team).
Environmental Conditions
N/A