Description
Who We Are
Charter Schools USA (CSUSA) is one of the largest and highest performing education management companies in the United States, proudly serving over 82,000 students in over 150 schools in four states. Founded by Jonathan Hage in 1997, CSUSA's mission is a Relentless Commitment to Student Greatness in School and in Life™. CSUSA provides an academically rigorous education to students equipping them with real world readiness, prepared for college or career after graduation. With an unwavering dedication to the success of students from every background, CSUSA is closing the gaps in achievement and opportunity, keeping our promise of Strong Minds, Good Hearts™.
Job Purpose
To join a team of people with the mission: Relentless Commitment to Student Greatness in School and in Life ™. If you love inspiring and motivating young learners and want to put students first in education, CSUSA is the right place for you. We deliver on our promise of Strong Minds, Good Hearts™ through an education model that gives every student the opportunity for success. As a HVAC Dispatch Coordinator, you will be responsible for the coordination and logistics of open work orders with techs, supervisors, and subcontractors. Furthermore, responsible to ensure a responsible number of details is captured from our client and then communicated to the appropriate people within our team. Responsible for the coordination and purchase orders of all parts and materials that are not the normal truck stock. Responsible management of company accounts receivables, cash receipts, and collections. Specifically, maintain contact with all customers on a proactive basis with the goal to keep all invoices paid in accordance with our payment terms. Upon receipt of customer payments, apply those payments against outstanding invoices with daily banking deposits matching daily cash receipts. Initiate and follow up internal communications within the company regarding all AR and Cash Receipt matters. When all internal efforts result in non-payment of outstanding invoices, act as interface with external collection efforts such as small claims courts, attorneys, or collection firms. Coordination and shared responsibility of service dispatch with Business Manager & Operations Manager.
How You Will Impact Education
- Dispatch duties - Opening service orders as calls come in, Dispatching subcontractors and in house technicians, Coordinating technicians' schedules
- Purchase Order duties -- Create purchase orders for subcontractor service calls, job materials, truck stock, etc.
- Utilization of the accounting systems (NetSuite & Shepherd) -- Service orders, Sales orders
- AP duties -- GL coding of vendor invoices, tracking of on time payment, emergency check requests,
- Manage various duties with the work order & sales order system.
- Responsible to meet all deadlines
- Where customers request copies of invoices, field work orders, or other documentation related to the transaction, furnish the customer with the requested items. Add notes of this requested & furnished information as collection notes into our software
- Where customers ask questions, you are unable to answer which impact payment of our invoices in accordance with our payment terms, initiate internal email communications with the responsible employees with your goal to furnish answers to our customer and secure payment. Add this gathered information as collection notes into our software
- Process customer payments including cash, check, or wire transfers. That process includes entering and applying the cash receipt into NetSuite.
- Identify AR accounts to contact on a pro-active basis to confirm receipt of new invoices and gather estimated payment dates. Add this information as collections notes into our software
- At each month's end, prepare and mail or email customer accounts receivable statements and past due/collections letters on company letterhead.
- Assist with service duties including but not limited to answering phones, scheduling, dispatching and coordinating service staff
- Prepare partial and final releases of lien when needed for customers. Coordinate your need for supplier releases of lien with Accounts Payable who is responsible for preparing and getting those.
- Responsible for the daily accountability of HVAC technicians - this includes scheduling, tracking of location and time, PTO approvals and coverage.
- Responsible for the daily management of open work orders; this includes review of the open work orders for proper detailing, status updates if not made by HVAC technicians, and closure of work orders for necessary billing.
Performance Indicators
- Accuracy of work
- Timeliness of billing to accounting
- Accuracy of customer files and maintenance files
- Degree to which unproductive labor or lost time is minimized
Required Qualifications and Skills
- Knowledge of construction trades and facilities maintenance requirements including ability to understand, communicates, and deals effectively with customers.
- Ability to perform intermediate level mathematical functions and
- Excellent administrative and organizational skills, expert in communication, writing, and documentation
- Strong time management & organizational skills and the ability to prioritize
- Computer knowledge and experience with all Microsoft Office software, ability to manage online documentation of service requests, utilize time and material tracking
Job Requirements
- Education -- minimum high school graduate with continuing education in office clerical
- Experience -- A minimum of 4 years of AR / dispatch knowledge and / or experience
- Special Qualifications --Must possess the above knowledge, skills, and abilities (Skills and Knowledge).
- May perform other duties assigned.
Work Environment
While performing the responsibilities of this position, the work environment characteristics listed below are representative of the environment the employee will encounter:
- Usual office working conditions.
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.
- No physical exertion required.
- Travel within or outside of state.
- Light work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force as frequently as needed to move objects.
FLSA Overtime Category
Job is exempt from the overtime provisions of the Fair Labor Standards Act.
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