Vendor Invoice Coordinator

Main Duties & Responsibilities

Primary Job Role

Receives invoices from vendors. Receives equipment into DBS. Creates documents based on DBS information and scans documents into AppX.

Enters pertinent invoice information into Excel spreadsheet (i.e. date input into DBS, date sent out/delivered for approvals, date given to accounts payable, etc.)

Places invoices requiring approvals into folders, makes copies of invoices and once approved, creates documents.

Maintains folders on p:drive. Ensures invoices are scanned into these folders for manager approval. Sends approved invoices via Loop mail or hand deliver to accounts payable.

Boxes up documents for archive. Maintains archive spreadsheet.

Contacts sales rep to obtain information on where to send plates, renewal tags, MSO's and certificates of title. Works in conjunction with Tag & Title and sends out plates, renewal tags, MSO's and certificate of title.

Creates accruals for pending freight invoices when freight is added to invoice separately.

Creates transfer request of monies for complete units. Moves other equipment monies to chassis and creates a deleted sales invoice.

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.

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.

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.

Takes Initiative: Takes appropriate action to resolve issues without requiring direction. Seeks out others involved in a situation to learn their perspectives. Makes difficult decisions in a timely manner. Is willing to make decisions in difficult or ambiguous situations, when time is critical. Assertive in a group when it is necessary to facilitate change, overcome an impasse, face issues, or ensure that decisions are made.

Managing Change: Demonstrates support for innovation and for organizational changes needed to improve the organization's effectiveness. Helps individuals and groups manage the anxiety associated with significant change. Establishes processes to manage the orderly implementation of change.

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.

Customer Oriented: Demonstrates concern for satisfying external and/or internal customers. Responsive, quickly and effectively addresses customer concerns or problems. Assures customers he/she is willing to work with them to meet their needs. Presents a cheerful, positive manner with customers.

Adaptability: Adapts to changing business needs, conditions, and work responsibilities. Adapts approach, goals, and methods to achieve solutions and results in dynamic situations. Recovers quickly from setbacks, and finds alternative ways to reach goals or targets. Open to different and new ways of doing things; willing to modify one's preferred way of doing things.

Company Overview

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.

Qualifications

Education and Experience

Formal Education High School diploma or GED

Experience 6 months or less

Required / Credentials

Able to easily and effectively comprehend written material and communicate orally and in writing with employees and customers.

Proficient use of MS Office. Data entry skills. Computer and Internet literate.

Updating of Knowledge

Job requirements change requiring re-training to stay current every 1-2 years.

Responsibility for Change, Innovation, Overall Improvement, and/or Effectiveness

Problem Solving Job requires problem solving ability, established examples / guidance are not always available

Creativity Job requires some creativity to generate solutions or improve effectiveness within well-established boundaries.

Autonomy Job is not normally monitored, but overall objectives are clearly defined. Use of discretion in how the work is done, setting priorities and decision making is encouraged. More emphasis is placed on achieving the desired outcome, not on controlling the process.

Working Environment

Stress Load Occasional exposure to these stresses (less than 20% of the time).

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

Work Schedule Work is routinely performed during regular business hours with rare exceptions.

Organizational Impact

A person's performance in this job has noticeable immediate impact on expense, efficiencies or achievement of overall department 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)

O: Climbing

O: Balancing

O: StoopingO: Kneeling

O: Crouching

N/A: CrawlingO: Reaching

O: Standing

C: SittingO: Walking

O: Feeling

O: FingeringO: Grasping

O: Repetitive Motion

C: TalkingC: HearingO: Pushing - Up to 25 lbs.

O: Pulling - Up to 25 lbs.

O: Lifting - Up to 25 lbs.N/A: Pushing - 26-50 lbs

N/A: Pulling - 26-50 lbs.

N/A: Lifting - 26-50 lbs.N/A: Pushing - Over 50 lbs.

N/A: Pulling - Over 50 lbs.

N/A: Lifting - Over 50 lbs.

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. O: 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