Operations Support Administrator

The Operations Support Administrator is a key contributor to the success of Hunton Rental Services , providing essential support across financial, administrative, and operational functions. This role ensures accurate billing, timely payments, and efficient interdepartmental coordination by managing accounts payable and receivable, purchase orders, vendor onboarding, and billing quality control. By maintaining high standards of accuracy and organization, the Operations Support Administrator helps drive operational excellence and customer satisfaction within the rental business unit.

Come work for an industry leader that has been recognized both locally and nationally as one of Top Places to Work !

Key Responsibilities:

Financial Management

• Manually track and confirm billing cycles for each rental.
• Estimate monthly costs associated with site visits.
• Account for additional business costs, including:
• Co-op fees
• Trailing costs
• PO reversals
• Credit/rebill adjustments

Accounts Payable:

• Issue purchase orders (POs) for rental-related parts, supplies, and subcontractors.
• Process invoices using Metaviewer.
• Respond to monthly PO reconciliation reports for all rental-related POs.
• Set up and maintain vendor records, including:
• Certificates of Insurance (COIs)
• W-9 forms
• Tax exemption certificates
• Enter Trane sales orders via Citrix.

Accounts Receivable:

• Upload invoices to customer portals, such as:
• Ariba
• Coupa
• Verisae
• Viewpost
• First Call
• Follow up on unpaid invoices and maintain records in Wennsoft.
• Attend bi-monthly credit meetings, providing detailed documentation.
• Process credit card payments through Authorize.net as needed.
• Initiate and process credit/rebill transactions.
• Collaborate with external collections agencies and legal counsel for collection efforts.

Billing & Quality Control:

• Review and validate invoices prior to posting:
• Ensure all costs are properly committed and associated POs are received.
• Confirm costs are accurate and reasonable.
• Verify rental period and description are correct.
• Post invoices and mail hard copies to customers, as necessary.
• Submit monthly service call variation report responses to corporate accounting.
• Process rental warranty and concession claims:
• Confirm call summaries
• Collect and organize email documentation
• Submit parts credit requests with HDG
• Validate travel time
• Combine and upload required documents into WMS

Administrative & Sales Support:

• Act as liaison between new customers and the credit department to facilitate account setup.