National Accounts Specialist

DOCUmation; San Antonio (TX); On-site; USD 52,000 - 75,000; Full time

Benefits offered by this job

Generous PTO

Parental leave

Quarterly bonuses

Paid holidays

401(k) employer match

Pre-paid legal coverage

FSA and HSA options

Job summary

DOCUmation in San Antonio, TX is seeking a National Account Specialist to manage Ricoh national and 3rd party vendor agreements, approve pricing, and set up contracts. You will handle meters, ship-ins, and national billing processes with accuracy and reliability.

The role requires strong data analysis, attention to detail, and excellent written and verbal communication. You will collaborate with field admins and dealers to ensure timely billing, contract renewals, and issue resolution.

Qualifications

• 1-2 years of industry experience.
• 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.

Responsibilities

• Meters: Contact accounts for meter readings via phone/email and audit entries.
• Ship-Ins: Coordinate with 3rd party dealers and review service contracts.
• Comps: Verify comp rates, bill meters, and manage install fees.
• Set up and manage national contracts and renewals.
• Research billing issues and provide necessary documentation.
• Assist dealers by supplying information on service history, pricing and contract status.

Skills

E-Automate

Microsoft Word

Excel

Order processing

Contract setup

Education

High School Diploma or GED

Associate's degree

Job description

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.
• 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.
• 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.
• Generous Paid Time Off (PTO) policy.
• Parental and caregiver leave.
• Quarterly bonuses for eligible positions.
• Paid holidays.
• 401(k) plan with employer match.
• 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.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.