Hourly Rate: $18 - $20

Job Summary

We are seeking a detail-oriented and proactive Payment Operations & Administrative Specialist to join our team. In this role, you will be responsible for managing both electronic and paper-based payment processes, and performing key administrative functions related to account verification and tax documentation.

The ideal candidate thrives in a fast-paced environment, demonstrates strong organizational skills, and maintains a high level of accuracy and confidentiality.

Key Responsibilities

Payment Processing

Process and reconcile electronic payments (ACH, credit card, and other digital transactions). Receive, log, and deposit incoming paper checks with accurate documentation and tracking.

Clerical & Administrative Support

Verify customer account information for tax compliance purposes. Prepare and send tax exemption forms to customers, and follow up to ensure timely return. Communicate with customers regarding missing or incomplete tax documentation. Maintain organized records of tax-related documents and correspondence for audit and compliance purposes. Monitor automatic name change notifications and determine if updated forms or Tax IDs are required. Conduct monthly inventory reconciliation and manage fuel transfer documentation. Perform scanning and electronic filing/indexing of key documents. Review HVAC industry software for data accuracy and provide necessary updates, including, but not limited to, taxation status

Reporting & Compliance

Assist with monthly reconciliation and reporting of payment activities. Ensure compliance with internal controls and external regulations related to payment processing and tax documentation. Collaborate with Finance and Customer Service teams to resolve discrepancies and identify process improvement opportunities