POSITION SUMMARY
The Contract and Billing Assistant, is charged with assisting and supporting the Contract and Billing Specialist to our Business Development and Sales Managers with daily tasks. The role attends to all assigned client accounts and their administrative changes. This includes new sales details, gathering and organizing client information, and preparing documents for the business development and sales team, and executives and division managers.
POSITION RESPONSIBILITIES
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CONTRACT DEVELOPMENT & NEGOTIATION - Support necessary areas in contract sales process, collaborating closely with internal teams to solve and address client goals and expectation.
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BUSINESS PROJECT MANAGEMENT - Support project teams ensuring contract execution per client's request. Assists with developing new contract work and contract renewals and other requests needing areas of our full solutions service. Timely response to requests/complaints of property managers/owners in writing, over the phone. Review and process bills to be paid by property managers/owners and coordinate with Administration & Finance Division, when necessary.
ESSENTIAL JOB DUTIES
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Assist with maintaining staff memberships; BOMA, Apartment Association, other professional organizations and with preparation of networking events.
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Update client data in BossLM to include Property Manager and/or Owner changes. Maintain clients' files. Scan/Export/Link all documents required maintaining paperless files in BossLM to include maps, forms, and any client specifics.
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Assist with client contract hurricane addendum forms, certificates of insurance (COI), and maintain spreadsheet.
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Assist with processing contract termination and deactivate client properties when final full payments are received.
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Assist with handling monthly billings, processing annual vendor dues, and uploading specialty billing and invoices to client portals.
- Handle client calls and emails in a timely manner responding to requests, complaints escalating/de-escalating issues and involving appropriate personnel when necessary.
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Supporting Division managers with simple billing and creating/process of purchase orders for our Orlando and Tampa locations.
POSITION LOCATION & COMMITMENTS
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This position is located at the Baker Main Office in Orlando, FL.
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Work week schedule, Monday-Friday 8:30A - 5P, (one half hour lunch)
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Report to Contract and Billing Specialist.
POSITION REQUIREMENTS
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Knowledge of contract billing, monthly invoicing and mathematical calculation to assist in budget and reconciliation process.
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Intermediate office skills to include composing correspondences, evaluating contract plans and scheduling client details. Strong computer and telephone customer service skills.
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Microsoft Office - Word, Excel, PowerPoint, and Outlook.
- Able to master company related systems - BOSSLM, Verizon Connect/GPS, and client portals.
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Able to cross train and assist all other administrative positions, as needed.
POSITION QUALIFICATIONS/EXPERIENCE
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2 years' experience in a billing environment with annual client contracts and renewals.
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1 year experience in business development, sales and contract environment support.
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Exceptional communication and organization skills, capable of conveying details in a clear and persuasive manner with an outstanding ability to build relationships, establishing credible trust.
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Highly motivated and proactive, with the capacity to work independently and collaboratively.
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Strong administrative skill to assist with client project management.
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Avid problem solver with conflict resolution skills that deescalate heightened concerns.
BAKER COMMERCIAL LANDSCAPING, INC. IS DRUG-FREE WORKPLACE AND AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER AS DEFINED BY THE EEOC (EQUAL EMPLOYMENT OPPORTUNITY COMMISSION)