Healthcare Operations Support Specialist

Kids for the Future; Fairfield (CA); On-site; USD 43,000 - 59,000; Full time

Job summary

TRL Systems, located in Fairfield, CA, is seeking an Operations Support Specialist to manage project setup, billing, data management, and customer service. The role requires 3+ years in admin support and 3+ years in contract management/billing, with a High School Diploma as a minimum.

The position involves working on CRM tasks, timekeeping, and cross-functional coordination to ensure timely invoicing and project execution.

Qualifications

• 3+ years in administrative support.
• 3+ years in contract management/billing.
• High School Diploma or Equivalent (required).
• Bachelor's in Business (preferred).
• Administrative or Organizational Development studies (preferred).

Responsibilities

• Ensures regular communication with internal and external customers daily (phone, email, systems).
• Manages time/resources to meet deadlines and updates CRM tickets/tasks.
• Coordinates division activities for efficiency and policy compliance.
• Supports Project Managers and Operations Manager with scheduling, project monitoring and reporting.

Skills

Customer service

Time management

Communication

Education

High School Diploma

Bachelor's in Business (preferred)

Administrative or Organizational Development studies (preferred)

Tools

CRM software

Billing systems

Job description

• Location 5253 Business Center Drive,Fairfield, CA, 94534,United States
• Base Pay $31.00 - $43.00 / Hour
• Employee Type FT Non-Exempt
• Required Degree High school
• Manage Others No

Description

The Operations Support Specialist (OSS) is responsible for providing a high level of customer service to both Internal and External customers. They play a key role in supporting operations personnel within their Division; and is the go to resource for that team as well as their identified customers. The OSS is responsible for the timely booking and billing of projects on behalf of the Division. They accurately set up projects; ensuring that the billing requirements are reflected in the project setup and executed correctly. The OSS is responsible for the daily operations support, customer relations, and data management of their Division. They may be requested to create and/or generate special reports as needed for either internal or external use.
Responsibilities are not limited to but will include CRM software management, collections support and follow up, policy and procedure identification and development, T&M billing, agreement setup, and service board management.

Duties and Responsibilities

• Ensures that regular and consistent communication takes place with both internal and external customers; acknowledges and addresses requests received via phone, email or company systems daily.
• Manages own time and resources to achieve identified objectives; is diligent in meeting all communicated/defined deadlines. Monitors and updates tickets/tasks/activities assigned to them in company CRM.
• Coordinates Division activities and operations to secure efficiency and compliance to company policies.
• Provides support to Project Managers, Operations Manager and/or Division General Manager. Assists with scheduling, project monitoring, field support and management reporting/needs.
• Continually maintains the accurate and relevant records to a project as required at any and all points during the project including but not limited to project set up, change orders, and project close outs.
• Reviews, reconciles, and submits approved customer billings according to agreed upon contractual requirements and project percentage approvals as submitted by Project Management and approved by Customer.
• Completes all customer required billings forms and documentation (AIA, billing forms, conditional releases, etc.), generating invoices and releases forwarding to customer through any identified portals/channels.
• Contributes to the research and reconciliation of customer accounts when issues arise regarding billing/receivables. Partners with Finance on the proper application of payments.
• Attends project meetings (as needed/requested) to provide insight on project setup, billing, and/or contractual information to ensure the flow of contract executables.
• Sets up customers, vendors, and subcontractors obtaining all contractual forms and agreements and ensuring they are entered into the company CRM system.
• Compiles professional and quality documentation for TRL customers when requested, which can and will include project close outs, warranty documentation, etc.
• Ensures that Division service boards are updated and relevant; providing detailed and updated information for access by Division members.
• Processes all ‘Won’ sales opportunities converting them correctly and timely into a Project. Translates contractual requirements and expectations to Operations management for proper project execution.
• Performs accurate timekeeping records using the identified company provided applications/software. Adheres to all timekeeping policy as communicated in the employee handbook.
• Participates in meetings, workshops, trainings and seminars as assigned for the purpose of performing job duties.

Requirements

Experience

• 3+ years in administrative support
• 3+ years in contract management/billing

Education and/or Certification

• High School Diploma or Equivalent (required)
• Bachelors in Business (preferred)
• Administrative or Organizational Develop studies (preferred)

Physical Demands and Work Environment

• Ability to make repetitive movements (motions) of the wrists, hands, and/or fingers, daily
• Ability to walk, bend, stoop, hear, and speak, daily
• Move/Transport items weighing 20 pounds, occasionally
• Stand or Sit for long periods (4+ hours), daily

Other Requirements

• Valid California driver license
• Proof of Valid car insurance
• Ability to travel within Southern California to other company locations (if needed)
• Ability to work overtime (when requested/needed)
• Punctuality and regular attendance (required)

Summary

At TRL Systems, we've been keeping people and their property safe for over 42 years. As an integrator of Fire Alarm, Nurse Call, and Security systems, everything we do has the potential to save lives and you get to be a part of that. Your role is important and here’s what you can expect as a member of our TRL Team: Employee Merit and Longevity Awards:Merit rewards that you can use to get items such as branded apparel, video game consoles, headphones and more and longevity awards like golfing gear, purses, BBQs, and watches just to name a few Company Sponsored Events:Family-friendly events with food, games and prizes Training and Development:Classes available to develop you personally and professionally to help you be the best version of you possible! Career Advancement:We want to partner with you to build a long and successful career at TRL and will help you realize your potential.
TRL Systems, Inc. conducts pre-employment drug screening in accordance with Federal Contractor regulations and background checks in accordance with State and local regulations. In addition to having many clients (hospitals, schools, etc.) who require background checks, as a federal contractor TRL is also required to complete a background check for any employee who may work on a federal contract in any capacity. For any position that drives a Company vehicle, our insurance carrier requires criteria to be met and therefore will be a condition of employment.
TRL Systems is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, sexual orientation, gender identity, disability or veteran status. TRL’s employment policies and decisions on employment and promotion are based on merit, qualifications, performance, and business needs. The decisions and criteria governing the employment relationship with all employees are made in a nondiscriminatory manner, without regard to race, religion, color, national origin, sex, age, physical or mental disability, sexual orientation, gender identity, veteran status, or any other factor determined to be unlawful by federal, state, or local statutes.
The range displayed on this job posting reflects the minimum and maximum target for new hire salaries for the position across all California locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education and/or training.