Administrative Process Specialist

Purpose 

To serve as the collaborative financial support for the branch or branches you are responsible for, optimizing administrative workflows and ensuring seamless order-to-cash processes. This role involves managing customer onboarding, overseeing order processing, invoicing, and account management while proactively identifying ways to enhance financial performance and operational efficiency. Success in this role requires a strong command of administrative and financial procedures, a focus on continuous improvement, and the ability to work effectively with cross-functional teams to achieve key financial and operational objectives, ensuring alignment with CIS standards and goals. 

In the Senior capacity, the associate demonstrates full APS mastery and leadership ability, mentoring others, setting standards, and driving measurable workflow and financial improvements across branches. 

Essential Job Functions – Administrative Process Specialist 

Financial and Administrative Workflow Management 

• Maintain a deep understanding of the CIS administrative and financial workflow across the full work order life cycle, from order creation to payment collection. 

• Document, optimize, and streamline the sales order life cycle, defining critical gates, workflows, and key communication/reporting flows for operations, sales, and management. 

• Monitor order progression, cycle times, and identify bottlenecks, implementing actions to enhance a frictionless customer experience and reduce service costs. 

• Actively participate in daily management to ensure Corporate KPIs are met and drive continuous improvement in processes. 

• Lead team projects, analyze KPIs, and recommend workflow improvements based on data insights. 

• Champion initiatives to eliminate waste, enhance efficiency, and reduce total service costs by analyzing workflow steps and proposing improvements. 

• Develop training materials, workflow diagrams, and documentation to support administrative process enhancements. 

Order Management, Fulfillment and Execution 

• Review open orders weekly, coordinating with Operations and Sales for timely updates and order closures to meet KPI targets and ensure optimal cash flow. 

• Build relationships with branches to ensure alignment in administrative workflows and serve as a conduit for branch and corporate coordination. 

• Conduct analysis on workflow indicators, identifying bottlenecks and areas for process improvement. 

• Lead open order meetings with branch offices and collaborate with Accounting to manage vendor delivery timelines and invoicing. 

• Receiving and fulfilling inventory on customer sales orders in alignment with CIS processes 

• Support Territory Sales Managers (TSMs) and Operations in fulfilling equipment and service orders, tracking orders, invoicing, and addressing customer requirements. 

• Review and code UPS freight bills, ensuring accurate expense recovery on sales orders. 

Customer Management and Support 

• Execute the customer onboarding process per company guidelines, managing paperwork, credit verification, and timely system updates. 

• Ensure data accuracy in customer accounts, including contact information, payment terms, and sales tax setup, while maintaining customer records. 

• Navigation and setup of customer portals or other customer registration sites related to administrative duties. 

• Assist Operations with case management for missed deliveries, customer complaints, and unbilled charges to document issues and drive solutions! 

• Assist Accounts Receivable department with researching customer payment or invoicing issues.  

• Assist Accounts Receivable department with managing the company phone line, directing calls, and providing support to customers in a professional and prompt manner. 

• Accountability 

• Works diligently to meet key objectives that drive the strategic success of CIS, ensuring that individual contributions align with the organization's overall goals. 

• Takes full responsibility for assigned tasks, ensuring they are completed accurately and on time. 

• Communicates openly about progress, challenges, and delays, fostering trust with team members and management. 

• Follows company policies and procedures consistently, ensuring compliance in all administrative and financial activities. 

• Identifies potential issues early and proposes solutions, rather than waiting for direction from others. 

• Actively seeks feedback and opportunities for personal and professional development, enhancing skills and 

• knowledge relevant to the role. 

• Provides timely updates on workflow status, key performance indicators, and any necessary escalations to management. 

• Supports team members and contributes to a positive team environment, holding oneself accountable for collective success. 

Skills and Abilities 

• Analytical ability to assess order cycle times, identify trends, and optimize processes. 

• Proficiency in ERP and CRM systems (preferably NetSuite) and advanced skills in Microsoft Excel for metrics tracking and reporting. 

• Skilled in cross-functional collaboration with Sales, Operations, and Accounting teams. 

• Clear written and verbal communication for coordinating process updates and team interactions. 

• Customer service orientation to ensure accuracy, professionalism, and timeliness. 

• Critical thinking skills with a focus on root cause analysis and process improvement. 

• Familiarity with continuous improvement practices (Lean, Six Sigma) to drive efficiency and eliminate redundancies. 

• High attention to detail for accurate data entry and financial tracking. 

• Strong time management for prioritizing tasks and meeting deadlines in a demanding environment. 

• Ability to create process documentation, develop training materials, and train new team members. 

• Adaptability to changes in processes, software, and team structures. 

• Willingness to work overtime as needed to meet deadlines or project requirements. 

Education and Experience 

• High school diploma required. 

• 3-5 years of experience in an administrative, finance, or operational support role, preferably in a multi-branch or networked environment, in a service-related industry. 

• Order-to-cash process experience including order processing, invoicing, and account reconciliation. 

• Customer account management experience with knowledge of onboarding, and account maintenance.  

• Project management or continuous improvement experience in administrative processes, with an emphasis on identifying efficiencies. 

• Strong collaboration experience with cross-functional teams including Sales, Operations, and Accounting. 

• System proficiency in ERP, CRM, and Microsoft Office, especially Excel for financial tracking and reporting. 

Physical Requirements 

• Ability to sit or stand at a desk for extended periods. 

• Frequent use of a computer, keyboard, and other office equipment. 

• Occasional lifting of items up to 20 pounds (e.g., files, documents, office supplies). 

• Visual acuity for reviewing detailed documents, spreadsheets, and computer screens. 

• Ability to travel occasionally to branch or corporate locations if required. 

Salary : $24 - $26