Invoicing and Administrative Coordinator - CAT Rental Store

Primary Job 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. Refer to job specific training requirements for the job identified in the LMS.

Communication: 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.

Interpersonal Skill: Anticipates, notices, and understands concerns of others, involving them in a process or decision to ensure their support. Develops and maintains positive relationships. Considerate and discreet in handling challenging, awkward or tense interpersonal situations, focusing on issues and interests instead of people or positions. Knows when to escalate critical issues when unsuccessful in gaining support.

Information Gathering: Checks all appropriate sources in identifying the information needed for analysis and decision making. Uses skillful methods in obtaining high quality relevant information. Checks work to ensure accuracy and completeness. Compares observations or finished work to what is expected to find inconsistencies. Clearly documents sources, and organizes the information according to the research needs.

Planning and Organizing: 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. Anticipates the impacts / risks of actions. Seeks and uses others' input about critical actions, timelines, sequencing, scope, methodology, expected outcomes, and priorities. Adjusts plans based on input.

Innovative: 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.

Results Oriented: 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

.

Credibility: 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.

Stress Management: 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.

In 1962, Ring Power Corporation became a full-line Caterpillar dealer in North Florida, and later expanded its authorized territory to include Central Florida.

Today, Ring Power Corporate headquarters in St. Augustine oversees the operations of 18 branch locations throughout the state of Florida, including large regional facilities in Tampa and Orlando and crane and forklift sales and service facilities in Pompano. Ring Power also has eight facilities outside of Florida - The Carolinas, Georgia, Texas & Tennessee- to serve the needs of other specialized industries and customers.

Ring Power Corporation has become one of the largest Caterpillar dealers in the Southeastern United States through dedication to the mission of customer service. In order to preserve the "Customers First" reputation that Ring Power was built on, we continually train our employees and work closely with our customers to assure complete satisfaction, especially after the sale.

Currently, more than 2,300 employees at 20+ locations throughout Florida and the United States work hard to provide the highest quality construction equipment, backed by responsive, professional service and support at every level.

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.

Working Environment

Stress Load Regular exposure to these stresses (20-80% of the time).

Workload Fluctuation Job rarely involves changes in priorities, complexity and/or quantity of work.

Work Schedule Work is typically performed during regular business hours with occasional requirements to work nights, holidays and weekends.

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)

Physical Demands

"NA": Not Applicable

"O": Occasionally - (up to 3 hours/day)

"F": Frequently - (3-6 hours/day)

"C": Constantly - (6-8 hours/day)

Environmental Conditions

"NA": Not Applicable

"O": Occasionally - (up to 3 hours/day)

"F": Frequently - (3-6 hours/day)

"C": Constantly - (6-8 hours/day)

C: Inside conditions: Protection from weather but not necessarily from temperature change.
N/A: Outside environmental conditions: No effective protection from weather.
N/A: Extreme cold: Temperatures below 32 degrees for periods of more than one hour.
N/A: Extreme heat: Temperatures above 100 degrees for periods of more than one hour.
N/A: Noise: sufficient noise to cause the worker to shout to be heard above the ambient noise level
N/A: Vibration: Exposure to oscillating movements of the extremities of whole body.
N/A: Hazards: Includes a variety of physical conditions (i.e. proximity to moving mechanical parts, electrical current, working in high places, exposure to heat and/or chemicals.
N/A: Atmospheric conditions: One or more of the following conditions that affect the respiratory system or the skin: Fumes, odors, dust, mists, gases or poor ventilation.
N/A: Oils: There is air and/or skin exposure to oils and other cutting fluids.
N/A: Air particulates / contaminants: the worker is required to wear respirator.

RING POWER CORPORATION, INC. IS AN EQUAL OPPORTUNITY EMPLOYER