Title: Administrative Specialist Department: Training & Membership Services Reports to: Department Manager Objective: Aid training & membership services department in daily duties and task loads. Responsibilities: Utilize accounting system to bill customer transactions. Generate sales order and invoices in accounting software. Receive payments in accounting system. Print, invoice, receive payment for processing queues includes but not limited to: (instructor, facility, renewal, onsite, regional office billing, pending diver, address updates, facility code billing, etc.). Respond, print, and invoice replacement card requests. Accurately enter insurance information updates for members. Participate in regular meetings with the various teams as required. Adheres to all company policies, procedures, and business ethics codes. Answer customer calls and transfer when appropriate in a professional, timely and courteous manner. Filing of customer reports in our servers (insurance, billing reports) Updating addresses in the database. Drop mail off at post office when needed. Write/develop written step-by-step procedures for internal systems and processes that are new to the department. Process returned mail. General Skills/Characteristics: Prioritizing jobs and tasks Bookkeeping experience with invoicing and receiving payments. Work according to project plans/task deadlines. Communication Detail and Quality oriented Multi-tasking Able to work with other people and departments. Self-starter Software: QuickBooks Accounting Software Google Docs, Chrome and other internet platforms MS Office Suite (Word, Excel, Outlook) Relationships and Roles: Ensure that projects, tasks, and objectives meet or exceed requirements and timelines. Sets examples in areas of personal character, commitment, and organizational and work habits. Demonstrate ability to interact and cooperate with all company employees. Job Specifications: High School Graduate or equivalent 2-3 years Customer Service experience Appropriate certificates where necessary. Experience with general billing processes. QuickBooks experience is a plus. Bookkeeping experience is a plus. Experience with the Diving Industry and Dive Agencies not required, but a plus. Strong understanding of customer service. Bilingual (Spanish speaking) a plus. Hourly employee full time 39 hours/week. May need to lift to 50lb.
