eClerx

Administration

• Act as the primary gatekeeper for incoming commercial leads, ensuring they are qualified and routed to the appropriate Account Executive based on territory, industry, or expertise
• Contract Renewals & Updates: Draft and issue renewal paperwork for clients when pricing remains unchanged.
• Director of Sales Support: Provide direct administrative assistance to the Director, including calendar management, coordinating sales meetings, and preparing briefing materials.
• Manual Data Analytics: Compile data from various spreadsheets to calculate conversion rates, territory performance, and sales volume.
• Performance Reporting: Prepare weekly "State of Sales" reports to give leadership visibility into the team’s progress and any pending deals.
• Insurance & Credentialing: Manage the submission of Certificates of Insurance (COIs) and any specific vendor compliance documentation required by large commercial property managers.
• Bid & RFP Coordination: Assist in the labor-intensive process of responding to Requests for Proposals (RFPs), ensuring all technical specifications and deadlines are met.
• Standard Operating Procedures (SOPs): Document the manual workflows you create (e.g., "How to Route a Lead") so the process remains consistent as the team grows.
• Ad Hoc Projects: Execute special projects assigned by the Director of Sales, ranging from one-off market research tasks to coordinating local trade show logistics.
• Perform additional tasks and responsibilities as required upon request to support the evolving needs of the commercial sales department and the broader organization.

Invoice Administrator – Commercial

Accounts Payable

• Process invoices in OnBase – pulling in PO Lines and updating for price and/or quantity
• Troubleshoot PO invoices with missing PO lines (could be PO already paid, quantity discrepancy, duplicate billing, pricing rebill, invalid PO#, legacy PO#, etc)
• Review and update EDI invoices in Workday (data corrections)
• Communicate with Procurement team on invoicing discrepancies both in OnBase and Workday.
• Manual processing of credits/PO adjustments in Workday. Confirm original invoice paid prior to processing any credit.

AP Coordinator – PO Coding

• Confirm invoice details in coding form for the correct vendor, invoice number and format, vendor address, invoice amount, and invoice date.
• Enter GL coding for invoices in OnBase. Add use tax as needed per Washington State tax law. Mark as Prepaid as needed per pre-paid policy.
• Route potential PO invoices to buyer queue to confirm no PO exists.
• Route pharmacy, property management and capital project invoices to GL coding queue.
• Request W9’s from supplier for new vendors and/or name/address changes
• Route invoices for approval and review and update invoices returned by management in Workday (usually requesting coding updates).
• Update master coding list as needed (with manager approval)
• Research contracts in Intellagree if new supplier and coding is not clear

AP Coordinator – Non-PO Coding

• Audit & Process employee expense reports.
• Ensure compliance with company policies
• Review receipts (for out-of-pocket transactions $100+)
• Email reminders to employees with unexpensed PCard transactions older than 2 months
• Email reminders to staff with draft expense reports older than 2 months
• Assist employees needing assistance with Workday expense report processing (usually via Teams)

AP Coordinator – Expense Reimbursement

Customer Support

• Work AP email box (assigned schedule to ensure coverage is spread amongst the customer service team)
• Forward invoices to the Invoicing Team for processing
• Review statements and research outstanding invoices/credits.
• Respond to supplier questions
• Respond to internal customers' inquiries
• Process invoices in Brainware (Validation and correction of OCR fields)
• Review statements in OnBase. Contact suppliers to request any missing invoices and/or confirm payment on invoices still showing on statement
• Answer Accounts Payable Primary Phone line and check voicemail. Call suppliers back to answer questions.

AP Coordinator – Customer Service

AP Coordinator, Customer Service

Analyst

• Individual contributor role
• No client interfacing
• No travel involved

Invoice Administrator – Commercial

AP Coordinator – PO Coding

AP Coordinator – Non-PO Coding

AP Coordinator – Expense Reimbursement

AP Coordinator – Customer Service

AP Coordinator, Customer Service

Photo Editor, Analyst

AP Coordinator – PO Coding