National Accounts Specialist

Position Announcement

Position: National Account Specialist
Department: Allocated Admin
Reports To: Field Admin Manager
Salary Grade: DOE
FLSA Status: Full-Time / Non-Exempt
Location: San Antonio, TX

Description 

The National Accounts Specialist is responsible for managing and reviewing all Ricoh National and 3rd Party Vendor agreements, approving pricing, processing necessary paperwork, setting up contracts, and billing meters. This role requires a detail-oriented professional who can multitask efficiently and communicate effectively both verbally and in writing.

Responsibilities 

Meters 

• Contact accounts for meter readings via phone/email.
• Audit and enter meters on Ricoh reports and submit them prior to deadlines.
• Research billing issues, provide backup documentation, and process corrections.
• Enter meters received through phone, email, dealer reports, or Ricoh comp reports.

Ship-Ins 

• Communicate with 3rd party dealers and monitor Ricoh mailbox for service rollovers and new ship-ins.
• Review service contracts to approve or reject potential deals.
• Forward negotiation requests to appropriate service manager/VP.
• Verify and process customer records as needed.
• Create and process ship-in/pick-up packets.
• Open orders with detailed movement information and forward to logistics.
• Scan and submit ship-in paperwork to Ricoh and 3rd party dealers.
• Verify installation compensation/maintenance pricing and add necessary documentation to packets.
• Verify and request resale exemption documentation as necessary before forwarding to order processing.

Comps 

• Verify comp rates, bill meters, and confirm packet submissions for install fees.
• Set up and manage contracts receiving compensation, including renewals, escalations, and terminations.
• Contact Ricoh with any discrepancies or issues, providing supporting documentation.

Miscellaneous 

• Process accounting requests for status updates on aged/unbilled items, dealer disputes, etc.
• Provide necessary documentation such as ITTs, packing lists, service history, and meters upon request.
• Set up and manage national contracts.
• Work on national billing error reports and dispute/correct discrepancies.
• Research and resolve aged items on the national aging report.
• Assist 3rd party dealers by providing requested information regarding service history, billing, pricing, and contract status.

Experience & Required Skills 

• 1-2 years of industry experience.
• Strong customer service skills.
• Proficiency in E-Automate, Microsoft Word, and Excel.
• Experience in order processing or contract setup preferred but not required.
• Strong analytical and problem-solving skills.
• High attention to detail and organizational skills.
• Effective verbal and written communication skills.
• Ability to work independently and collaboratively in a team environment.
• Strong follow-up and task management skills.

Education & Certification 

• Minimum: High School Diploma or GED.
• Preferred: Associate’s degree or equivalent training.

Physical Requirements 

• Ability to sit for extended periods.
• Ability to occasionally stand, stoop, bend, and kneel.
• Manual dexterity to use hands and fingers for operating a computer and telephone keyboard.
• Visual acuity to read printed and electronic documents.
• Ability to speak clearly for effective communication.
• Ability to comprehend verbal communication.
• Occasionally lift 10-30 pounds.

Benefits 

• Generous Paid Time Off (PTO) policy.
• Parental and caregiver leave.
• Tuition reimbursement.
• Quarterly bonuses for eligible positions.
• Paid holidays.
• 401(k) plan with employer match.
• Paid Volunteer Time Off (VTO).
• Pre-paid legal coverage available.
• FSA and HSA options.

Note: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice to meet the needs of the organization.