Admin Support Specialist

SymQuest a Konica Minolta company currently has an exciting opportunity for an Document Administrative Support Specialist! This role will be supporting the document sales orders, the billing and as maintaining client contracts monthly to ensure accurate invoicing.

The Document Admin Support Specialist will also work with internal groups to build efficiencies between systems and teams.

Major Goals/Responsibilities

• Process sales orders and update sales order management systems
• Process invoices and credits for sales orders, projects and contracts
• Set-up and continual maintenance to all contracts in the system
  • Maintain internal database systems
• Provide support to SymQuest Sales Representatives that includes, but is not limited to;
• Updated relevant service rate/contract profitability information and reports as needed
• Internal credit approvals and lease approvals
• Produce client facing reports
• Provide client support as it relates to billing questions/rates
• Manage Lease portfolio and provide assistance with upload/download of data for billing/payments to and from leasing vendors
• Scanning (imaging) of all deal paperwork to virtual file cabinets
• Month End Reporting and processes
• Managing email boxes to ensure timely responses to internal and external customers

Criteria Measurement:

• Maintain quality billing and contract setup metrics
• Respond to new orders within 2 business hour
• Invoice deals and projects within 1 business day of receiving appropriate paperwork
• Provide Sales Representatives with relevant data within 1 business day of their request

Essential Activities:

• Managing sales orders & projects from entry to invoicing -- 25%
• New contract set up and continual maintenance -- 25%
• New Lease creation/maintenance of lease portfolio -- 15%
• Manage email inbox to ensure timely response to internal & external clients -- 25%
• Projects -- 10%

Primary People Contacts:

• Clients
• Client Support
• SymQuest Sales Representatives
• Leasing Partners
• Third Party Vendors
• Management

• Detail oriented
• Self motivated
• Positive attitude
• Creative
• Must work well in a team
• Must have integrity and trust
• Customer focused (internal & external)
• Effective at organizing
• Effective time management
• Ability to work in a fast paced environment
• Ability to handle multiple tasks & meet department standards
• Strong PC skills; experience producing reports and validating data required

Prerequisites:

• College Degree, equivalent work experience
• Excellent PC Skills
• Enjoys working with clients (internal & external)
• Strong communication skills
• Enjoys working with numbers

Toughest Part of the Job:

• Priority setting, time management & organizing
• Holding others accountable for compliance to guidelines
• Balance under stress
• Achieving 100% accuracy in billing, sales order entry and contract setup/maintenance
• Maintaining effective internal relationships with Sales Representatives
• Meeting deadlines for processing billing and credits

Konica Minolta's journey started 150 years ago, with a vision to see and do things differently. We innovate for the good of society and the world. The same purpose that kept us moving then, keeps us moving now. Konica Minolta Business Solutions U.S.A., Inc. is reshaping and revolutionizing the workplace to achieve true connectivity through the Intelligent Connected Workplace. The company guides and supports its clients' digital transformation through its expansive office technology portfolio, including IT Services (All Covered), intelligent information management, managed print services and industrial and commercial print solutions. Konica Minolta has been included on CRN's MSP 500 list nine times and The World Technology Awards named the company a finalist in the IT Software category. Konica Minolta has been recognized as the #1 Brand for Customer Loyalty in the MFP Office Copier Market by Brand Keys for sixteen consecutive years, and is proud to be ranked on the Forbes 2021 America's Best-in-State employers list. The company received Keypoint Intelligence's BLI 2021 A3 Line of The Year Award and BLI 2021-2023 Most Color Consistent A3 Brand Award for its bizhub i-Series. Konica Minolta, Inc. has been named to the Dow Jones Sustainability World Index for nine consecutive years and has spent six years on the Global 100 Most Sustainable Corporations in the World list. Konica Minolta partners with its clients to give shape to ideas and works to bring value to our society. For more information, please visit us online and follow Konica Minolta on Facebook, YouTube, LinkedIn and Twitter.

Konica Minolta is an equal opportunity and affirmative action employer. We consider all qualified applicants for employment without regard to race, color, religion, creed, national origin, sex, pregnancy, age, sexual orientation, transgender status, gender identity, disability, alienage or citizenship status, marital status or partnership status, genetic information, veteran status or any other characteristic protected under applicable law.