Summary

Provide Credit Department with general office support, primarily working on the Credit e-mail inbox and other credit related clerical activities. The Credit Administrative Assistant will be responsible for the distribution of incoming credit emails to the credit analyst, credit supervisor and other departments as needed. Responsibilities include coordinating correspondence, data entry and document updates in systems. Must be accessible, dependable, and able to work with sense of urgency.

Essential Duties and Responsibilities

• Opens, evaluates, and distributes incoming Credit emails and determines level of priority.
• Update account notes in Salesforce as needed regarding any updates or changes on customer accounts.
• Set up, complete and file cash applications in Salesforce and customer email requests when complete.
• Work in a fast-paced, high-volume environment with demonstrated ability to juggle multiple competing tasks and demands.
• Work with Tax Department and branches regarding COD and tax-exempt accounts.
• File credit applications, tax certificates, certificates of insurance (COI), and legal documents pertaining to credit requests. Update Docuware online filing system with emails and documents as required.
• Update customer accounts in Salesforce with customer email addresses, contact and billing information.
• Review and process credit references. Review and process vendor forms.
• Complete requests from sales team and staff to move accounts from prospects to customers.
• Assist and provide backup to credit analyst or supervisor someone is out of office.
• Assist in pulling credit reports and setting up parts & service credit accounts (with approval) when in back up status.
• Assist in requesting internal IT tickets regarding any system related issues for the department.
• Able to work with minimum supervision while completing tasks accurately and timely.
• Requires excellent verbal and written communication skills. Communicates effectively with the external parties, customers, co-workers, and executive staff in a professional and courteous manner.
• Initiates contact with internal credit personnel, branches, and sales staff to ensure accurate and timely communication of internal requests are met.
• Proactive in problem solving and identifying solutions.

Required Skills and Qualifications

Must be available and accessible during the “core” work hours of 8:00 AM to 5:00 PM, Monday through Friday. Remote or hybrid work environment as needed.

Qualifications include:

• High school diploma
• 2 years minimum administrative assistant experience working in high volume department
• Strong skills and knowledge of MS Outlook to manage email traffic and tasks
• Basic user capability of MS Excel
• Coachable with critical thinking mind set and able to adjust to priorities as needed
• Highly organized and detail-oriented
• Able to handle high volume and pace of incoming email. Work with a sense of urgency and proactive mind set
• Reliable with a strong work ethic
• Eager to learn and grow within the credit department

Preferred Skills and Qualifications

• Working knowledge Microsoft Office Word, Excel, and Outlook
• Comfortable communicating with customers in a metrics-driven environment
• Ability to navigate multiple technologies while staying engaged with our customers
• Possess excellent communication and decision-making skills; in addition to problem solving skills
• Possess strong customer focus with the ability to have detailed conversations with staff
• Think critically and exercise independent judgement
• Effective time management skills

Working Conditions

The position location will be in the CTOS Kansas City, Missouri office during regular business hours. Remote or hybrid work environment as needed. Occasional overtime may be required to complete tasks or meet with leadership staff.

Physical Requirements

• Required to sit for lengthy periods of time. The employee frequently is required to walk, climb stairs; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee will regularly be using a computer and monitor, and occasionally lift or move up to 15 pounds.
• Ability to work as scheduled, Monday – Friday plus any additional hours necessary to meet business demands.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

• 
  401(k) with Employer Match
• Competitive Health Care
• Dental, Vision, and Life Insurance
• Paid Vacation, Sick and Holidays
• STD/ LTD
• Partner Discounts
• Investment in Employee Development