Operations Support Associate

Xylem is a Fortune 500 global water solutions company dedicated to advancing sustainable impact and empowering the people who make water work every day. As a leading water technology company with 23,000 employees operating in over 150 countries, Xylem is at the forefront of addressing the world's most critical water challenges. We invite passionate individuals to join our team, dedicated to exceeding customer expectations through innovative and sustainable solutions.

CORE RESPONSIBILITIES AND TASKS

•    Able to perform non-routine tasks related customer issues and resolution
•    Ability to document tasks into process flows 
•    Responsible for helping develop training material for customer processes and order entry
•    Strong collaboration with internal and external customers
•    Exception reporting for customer orders when purchase orders are flagged for non-compliance 
•    Resolves issues from 3rd party processer of customers’ orders of limited complexity
•    Assists branch in maintaining appropriate inventory, generates purchase orders
•    Ability to create orders for quoted jobs or installation with multiple process in SAP of limited complexity but with unique job requirements
•    May be required to handle contract renewals and contract maintenance or changes of simple configuration or change of purchase order. Reviews autorenewals of contracts and supports contract additions identified by branch staff
•    Submission of invoices through appropriate vendor portal ensuring the uploads of invoices are compatible with customer payable system 
•    May assist standard non-complex customer master data workflows
•    Bank Transactions: Perform bank runs for check deposits and other related banking tasks.
•    Postal Duties: Manage postal responsibilities, including mailing items and retrieving mail from the post office box.
•    Accounts Payable: Process vendor invoices, issue checks, post payments to the Positive Pay banking system, and handle mailing of payments.
•    Customer Invoicing: Generate invoices for completed services, adjust invoices to account for credit card fees, and ensure accurate billing.
•    Customer Purchase Order Support: Contact customers to obtain purchase orders and ensure timely processing.
•    Accounts Receivable: Record and reconcile customer payments, including ACH and credit card transactions, within QuickBooks and bank systems.
•    Collections Management: Reach out to customers regarding overdue invoices, send reminders and statements, provide ACH payment information, and distribute aging reports.
•    Report Generation: Compile and produce various financial and operational reports as required.
•    Office Filing: Maintain organized filing systems for office documents and records.
•    Document Shredding: Safely dispose of outdated records in compliance with proper retention schedules.
•    Sales and Usage Tax Audit: Assist with sales and usage tax audits by extracting relevant data from systems as needed.
•    Financial Reporting Support: Contribute to the preparation of monthly financial statements and reports.
•    Additional Tasks: Perform other duties as assigned by the team or management.

POSITION REQUIREMENTS

1. FORMAL EDUCATION:

Required:

• High school diploma or equivalent plus 2 years of applicable work experience OR Bachelor's degree with demonstrated capability in comparable work

2. KNOWLEDGE & EXPERIENCE:

Required:

• Intra-departmental communication for purpose of alignment/ information sharing

• Able to executive tasks medium levels of autonomy; limited guidance required for complex tasks

• Able to collaborate with other disciplines

• Ability to understand concepts in execution and strong organization skills;

• Understanding of general business concepts

• Strong communication skills

• Solid User of standard Microsoft Office applications (Outlook, Word, Excel, PowerPoint)

• Preferred - SAP fluency in relevant area of expertise (e.g. SD, CS, CM module)

• Preferred - QuickBooks experience

• Basic understanding of typical IT business tools

• Basic understanding of Field Service and CRM application like (MS Field Service or MS CRM)

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Salary range:

Join the global Xylem team to be a part of innovative technology solutions transforming water usage, conservation, and re-use. Our products impact public utilities, industrial sectors, residential areas, and commercial buildings, with a commitment to providing smart metering, network technologies, and advanced analytics for water, electric, and gas utilities. Partner with us in creating a world where water challenges are met with ingenuity and dedication; where we recognize the power of inclusion and belonging in driving innovation and allowing us to compete more effectively around the world.