Revisions Specialist

JOB DESCRIPTION

Job Title: Revisions Specialist

Department: Administrative Services - Fullerton

Reports To: Order Entry and Billing Manager

FLSA Status: Non-Exempt

Pay Scale: $____ to $____

THE JOB/THE GIST

Responsible for processing, making informed decisions, and calculating pricing for revisions to original work orders according to the “NAVCO Orders Approval and Acceptance Process”. The position requires strong oral and written communication skills with the ability to work collaboratively with cross functional teams and across all levels. This position will also be responsible for assigned Order Entry and Billing duties.

WHO YOU ARE

You are a self-starter, a driven individual looking to provide world-class service to your clients, colleagues, and community. You are a person of integrity who strives to cultivate an open and accepting work environment where growth, accountability, and quality are valued.

WHO WE ARE

In 1971 we opened doors in Chelmsford, MA before moving headquarters to Southern California. From our inception we’ve been committed to innovation and world-class service, building off our company values of Quality, Teamwork, Respect, Honesty, Integrity, and Responsibility. Now an employee-owned company, NAVCO is one of the largest security integrators in the country, with security experts who are personally invested and dedicated to creating a safer and more financially secure environment for all.

COMPANY BENEFITS AND PERKS

· ESOP-Employee Stock Ownership Program

· 401 K Retirement Plan

· HSA/PPO health plans, dental, vision, and supplemental life insurance

· Annual Profit-Sharing Bonus

· Paid Sick & Mental Health Leave: 5 days (annually)

· Vacation Days based on years of service

o 1 year to end of 4 years: 8 days

o 5 years: 13 days

· Recognition and Rewards program- WorkTango

· Social Responsibility Day (1 paid workday annually to volunteer in your community)

· 9 paid holidays

· Personal Floating Holiday (8 hours annually)

· Magellan Employee Assistance Program

HOURS: 7:00 am to 3:30 pm (or as established by Manager)

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

REVISIONS:

· Verifies revisions submitted by Operations and Purchasing for accuracy.

· Communicates with Operations and/or Purchasing when additional information is required.

· Coordinates with Shipping and Purchasing to confirm if items have been purchased or shipped.

· Communicates with the Customer Support team to confirm changes, verify POs, and obtain any other necessary documents or information.

· Determines whether the revision falls under a “Swap,” “Margin Dollars,” “Acceptable Variance,” “Error Order,” or “Grossly Mis-bid” and assesses if an increase to the original work order or a “follow-up work order” is required.

· Calculates the increase to a work order, when applicable, and provides the information to the Revisions and Billing Coordinator.

· Uses the GP Calculator to recalculate Gross Profit and Sales Commission when necessary.

· Revises the existing order in a timely manner.

· Documents all relevant work order information in D365 Field Services.

· Processes follow-up work orders when needed to maintain inventory levels.

· Adapts to an ever-changing work environment.

· Engages in problem-solving and research for customer or revision-related issues.

ORDER ENTRY:

· Verifies orders submitted by the Sales or Customer Support teams for accuracy, ensuring all complete and accurate details are entered into CRM following the NAVCO Orders Approval and Acceptance Process.

· Confirms that orders have been correctly imported from CRM to GP.

· Ensures all order costs are accurately reflected in CRM.

· Provides the necessary paperwork to Operations, Shipping, and Purchasing as needed.

· Maintains the customer address database in GP.

· Documents order-related information in CRM.

· Maintains special order entry notes for assigned customers.

· Engages in problem-solving and research for customer or order-related inquiries.

BILLING:

· Reviews closed orders in CRM for all required documentation and audit policy requirements.

· Reviews orders in “Revisions Needed” and updates them to the correct status for month-end billing.

· Communicates with Sales and Operations teams regarding missing documentation or unmet audit policy requirements.

· Generates invoices for completed orders in CRM and sends them to the appropriate customer according to billing instructions.

· Creates special billing Excel spreadsheets for customers when necessary.

· Processes invoices through customer websites or portals when required.

· Processes customer-required documents such as AIA forms, waivers, etc.

· Processes follow-up orders when necessary to maintain inventory.

· Assists the Collections team with customer inquiries or complex revision-related issues.

· Maintains special billing notes and customer portal information for assigned customers.

· Engages in problem-solving and research for customer or billing-related inquiries.

CUSTOMER SERVICE:

· Provides professional daily support to Operations, the Sales team, and customers.

· Responds to and resolves invoice and billing inquiries in a timely and efficient manner.

· Works collaboratively with all co-workers, promoting a strong team-oriented environment.

Other General Accounting Duties:

· Serve as utility clerk as needed to provide support to other accounting department areas as identified and assigned (Account Payable, Purchasing, Order Entry, Inventory etc.).

· Provide testing support for new software and software upgrades

Other duties may be assigned to meet business needs. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

Bachelor’s degree (B.A.) in Business, Finance, or a related field is preferred, or four to five years of related experience and/or training; or an equivalent combination of education and experience. The candidate must be detail-oriented and possess hands-on experience with Microsoft Office applications. Additionally, the candidate should have a solid understanding of selling principles, cost analysis, and the ability to accurately calculate and manage order costs to ensure profitability. Netsuite experience is a plus.

LANGUAGE SKILLS

Must have the ability to read and interpret instructions, correspondence, and operating

procedures. Be able to write routine reports, correspondence, and ability to effectively present information and speak to customers or employees of organization. Excellent phone etiquette and verbal communication skills required.

MATHEMATICAL SKILLS

Must have ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent and to perform these operations using units of American money and weight measurement, volume, and distance.

REASONING ABILITY

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Professional appearance and business casual attire for this position. While performing the duties of this job, the employee is occasionally exposed to moving mechanical parts. The noise level in the work environment is usually moderate.

AAP/EEO STATEMENT

NAVCO provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, NAVCO complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. NAVCO expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of NAVCO’s employees to perform their job duties may result in discipline up to

Job Type: Full-time

Pay: $25.00 - $30.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• On-the-job training
• Paid time off
• Prescription drug insurance
• Referral program
• Vision insurance

Schedule:

• 8 hour shift

Experience:

• Microsoft Office: 4 years (Required)

Ability to Relocate:

• Fullerton, CA 92831: Relocate before starting work (Required)

Work Location: In person

Salary : $25 - $30