Systems & Automation Coordinator

Southern States Material Handling is more than just forklifts! With our flagship brands of Toyota and Raymond, we pride ourselves in successfully partnering with our customers to offer solutions that keep businesses running! Specializing in new & used equipment, operator training, equipment rentals, fleet management, service & repair, and warehouse solutions; Southern States Material Handling solves problems.

As a Systems Project Coordinator with Southern States Material Handling : Contribute to making Southern States Material Handling a leader in the material handling industry by providing support to all aspects of Systems & Automation projects to ensure on-time and within budget delivery. Key responsibilities include managing project documentation, acting as a communication liaison between team members, and managing administrative and organizational aspects of projects. Daily communication with project stakeholders both internal and external is required to ensure prompt resolution of issues. This position requires the ability to represent SSMH in a professional manner by demonstrating a high level of expertise and professionalism.

Come be a part of our Toyota & Raymond family!

Top of the Line Benefits!!

• 401(k) with company matching
• Dental insurance
• Health insurance
• Vision Insurance
• PTO and Vacation
• Paid Holidays
• Flexible Spending Account
• Life Insurance
• Tuition Reimbursement

What we're looking for:

• 5+ years of work experience in a sales or service-oriented role
• SAP knowledge and experience are a plus.
• Proven experience tracking payments and Accounts Receivable
• Proven experience reviewing proposals and PO's for accuracy and understanding of relevant data needed to complete successful transactions
• Experience with error detection and correction
• Strong experience with detailed and thorough administrative and project record keeping including review and action recommendations on transactions, terms & conditions of contracts.
• Strong experience with customer and stakeholder communication
• Successful experience with process improvement
• Proven experience with multi-team collaboration to ensure successful projects
• Experience with contractual agreements preferred.
• Previous industrial equipment experience a plus.
• Excellent understanding and ability to leverage strong math skills, intermediate accounting principles, and financial data management.
• Advanced proficiency with MS Office Professional including Word, Power Point, & Outlook
• Skilled in levering advanced knowledge of Excel skills including pivot tables, complex lookups, and power queries for data analysis, modeling, and reporting
• Proven ability understanding revenue, cost, loss, percent calculations, and profit
• Ability to understand and set priorities, manage multiple assignments and tasks, and use thoughtful judgement to multi-task when needed while remaining focused on details.
• Ability to critically think and problem solves in situations.
• Ability to prioritize, manage time and organize tasks according to needs.
• Excellent technical proficiency with business management and billing automation tools (ERP systems), data analysis skills, and excellent attention to detail to maintain financial accuracy and client satisfaction.
• Proven ability to work both autonomously and in team environment
• Impeccable customer service and communication etiquette
• Ability to analyze data, identify patterns, and interpret billing trends.

• Ability to calculate figures, add, subtract, multiply, and divide, calculate discounts, interest, taxes.

• Demonstrate above average time management, organizational, creativity, and cooperation skills.
• Brings energy, enthusiasm, and a positive attitude to the job.
• Able to work efficiently with minimal guidance or supervision.

Education and Certification Needed:

• Associate or bachelor's degree in business administration or similar required. Combination of experience and education will be considered
• High School Diploma or GED required

What you'll Do:

• Responsible for using business management (ERP) systems, billing processes, and other automated systems to ensure accurate, efficient, and timely invoices, payment tracking, and financial record-keeping for all projects and jobs.
• Maintain database related to available systems inventory.
• Responsible for reviewing proposals and purchase orders to ensure relevant data is obtained providing accurate project delivery through billing and payment
• Maintain accurate records of customer information and financial transactions, including multiple vendors, inventory, and supplier documents
• Work with finance, sales, and other departments to ensure smooth and compliant billing operations.
• Responsible for facilitating and managing documents required for project and job completion including coordinating project timelines, meetings, and assisting with resources allocation to ensure project stays on track.
• Create, send, and track invoices, ensuring accuracy of prices, discounts, and shipping rates.
• Responsible for configuring and maintaining billing software, collaborating with finance and sales, processing invoices, resolving discrepancies, analyzing billing data for improvements, and ensuring compliance with financial policies.
• Responsible to assist Director of Systems & Automation in ensuring all projects progress through all project stages timely, accurately, and thoroughly.
• Responsible to understand and leverage knowledge of revenue, cost, profit & loss to assist Director in executing successful projects.
• Assist Director in executing various project management administrative tasks, such as managing project plans, tracking costs, and ensuring all necessary materials are current and properly filed
• Assist with budget tracking and analysis to help identify and mitigate project risks
• Assist Director in Systems Division PO management, including reconciliation of P-Cards (purchases)
• Coordinate automated solutions to streamline invoicing, payment processing, and error detection.
• Monitor accounts receivable, update payment records, and resolve payment discrepancies.
• Use data tools to analyze billing trends, generate automated reports, and provide insights for strategic decision-making.
• Utilize system checks to identify and correct billing errors, enhancing overall accuracy.
• Handle routine client billing inquiries and resolve billing-related issues.
• Identify inefficiencies in the billing process and implement automated solutions to enhance overall operations.
• Maintain accurate records of customer information and financial transactions.
• Work with finance, sales, and other departments to ensure smooth and compliant billing operations.
• Responsible for direct communication with project stakeholders to assist with orders, specification changes, modifications, production lead times, and production delays.
• Process and research damage claims.
• Assist Project Manager in verifying timely ordering and tracking of project materials, supplies, and equipment.
• Investigation and processing of credits/debits as needed.
• Daily processing of specification change requests for projects using Access database.
• Daily review and assist with notification of delayed projects.
• Responsible for maintaining standard operating procedures for project coordination job functions.
• Compile various reports as required by management.
• Provide exceptional customer service to support internal and external customer needs.
• Any other duties assigned needed to help drive our Vision, fulfill our Mission, and abide by our Organization's Values.
• Mon-Fri 8am - 5pm
• Travel- Less than 5%

SSMH is an equal opportunity employer. SSMH does not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected