Job Title

Position Overview

Position Overview

The SIS Operations Coordinator provides essential behind-the-scenes operational support to SIS Account Managers, Account Coordinators, Business Managers, and Business Solutionists. While this position is not customer-facing, it plays an important role in helping client-facing teams remain focused on delivering a strong customer experience and achieving account goals.

This position is responsible for supporting the daily financial, administrative, and operational activities of SIS, including accounts payable and receivable processing, invoice management, job closing, claims processing, account setup, reporting, and records administration. Accuracy, organization, follow-through, and attention to detail are critical to success.

The SIS Operations team adjusts its responsibilities based on the evolving needs of the department. The successful candidate will be flexible, willing to learn new processes, and comfortable taking ownership of additional responsibilities as business needs change.

This is an entry-level opportunity with structured, hands-on training. The selected candidate will learn SIS processes and systems through job shadowing, coaching, and gradual assignment of responsibilities. Previous experience with WinBid or Shaw legacy systems is not required.

Primary Responsibilities

Operational and Administrative Support

• Provide daily operational support to SIS Account Managers, Account Coordinators, Business Managers, and Business Solutionists.
• Promote consistency, structure, accuracy, and timeliness across SIS operational processes.
• Monitor operational reports and follow up on outstanding items, exceptions, or required actions.
• Maintain organized and accurate records, files, account information, and departmental databases.
• Verify information within project logs and other operational tracking tools.
• Assist with the organization and upkeep of departmental shared drives and electronic records.
• Serve as a secondary point of contact for requests and operational issues within the SIS department.
• Support special projects, process improvements, and new departmental initiatives as assigned.

Financial Operations

• Process and reconcile daily accounts payable and accounts receivable activity.
• Enter payables in the WinBid A/P module, including internal material system invoices and freight-only invoices.
• Enter and manage credit memos in the WinBid A/P module.
• Research and resolve invoice discrepancies, exceptions, and unreconciled invoice items.
• Receive, upload, and administer third-party vendor invoices in OnBase.
• Manage the credit card receipts inbox, upload and commit WinBid jobs, distribute receipts, and invoice jobs after payment is received.
• Follow up on past-due balances and enter appropriate accounts receivable notes in WinBid.
• Generate customer invoices in the WinBid A/R module for material-only jobs.
• Submit invoices through customer billing portals when required.
• Review job-closing reports and support the timely closing of completed jobs.
• Partner with Financial Services to ensure requests and issues are addressed promptly.

Account, Contract, and System Administration

• Create and maintain vendor and customer accounts.
• Initiate WinBid item master setup requests and create item master records for locally controlled products.
• Create WinBid umbrellas and account contracts.
• Create and maintain account codes, including OSDM, architect, and location codes used for reporting and fee tracking.
• Support e-commerce administration.
• Maintain the SIS End Use Codes list.
• Oversee the accuracy and maintenance of departmental account and contract databases.
• Troubleshoot basic WinBid issues and escalate concerns when additional support is needed.

Order, Invoice, and Claims Support

• Confirm shipment details and assist with coordinating the timely delivery of products.
• Retrieve signed bills of lading and customer purchase orders from OnBase.
• Generate claims in Shaw systems and WinBid, and follow up with the Claims department as needed.
• Research operational issues and coordinate with internal partners to reach timely resolutions.

Reporting and Records Management

• Generate and distribute monthly, quarterly, annual, and ad hoc reports by account or contract.
• Maintain accurate electronic documentation and records in OnBase.
• Scan and archive documents to support electronic records retention.
• Review operational data for completeness and accuracy before final processing or reporting.

Position Requirements

• High school diploma or GED.
• At least one year of administrative, operational, financial processing, manufacturing, or related work experience preferred.
• Proficiency with Microsoft Office applications and the ability to learn new systems and technology.
• Strong organizational skills with the ability to manage multiple tasks and meet required deadlines.
• Demonstrated attention to detail and commitment to accuracy.
• Ability to prioritize responsibilities appropriately and recognize when a task requires an increased sense of urgency.
• Strong written and verbal communication skills for working with internal partners and cross-functional teams.
• Ability to listen carefully, follow established processes, and ask questions when additional clarification is needed.
• Ability to work independently with minimal supervision while following established guidelines.
• Demonstrated reliability, accountability, and consistent follow-through.
• Ability to handle confidential information appropriately.
• Willingness to support special projects and take on evolving responsibilities as department needs change.

Preferred Qualifications

• Previous experience in an administrative, operations, accounts payable, accounts receivable, invoicing, or financial support role.
• Experience reviewing data, processing transactions, resolving discrepancies, or maintaining detailed records.
• Experience working in a manufacturing, flooring, construction, project-based, or service-oriented environment.
• Familiarity with OnBase, financial systems, order management tools, or comparable business platforms.

Competencies:

• Communicate Effectively
• Learn and Apply
• Apply Work Standards
• Solve Problems

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