Document Admin Support Specialist

SymQuest a Konica Minolta company currently has an exciting opportunity for a Document Administrative Support Specialist! This role will be supporting the document sales orders, the billing and as maintaining client contracts monthly to ensure accurate invoicing.

The Document Admin Support Specialist will also work with internal groups to build efficiencies between systems and teams.

Major Goals/Responsibilities

• Process sales orders and update sales order management systems
• Process invoices and credits for sales orders, projects and contracts
• Set-up and continual maintenance to all contracts in the system
  • Maintain internal database systems
• Provide support to SymQuest Sales Representatives that includes, but is not limited to;
• Updated relevant service rate/contract profitability information and reports as needed
• Internal credit approvals and lease approvals
• Produce client facing reports
• Provide client support as it relates to billing questions/rates
• Manage Lease portfolio and provide assistance with upload/download of data for billing/payments to and from leasing vendors
• Scanning (imaging) of all deal paperwork to virtual file cabinets
• Month End Reporting and processes
• Managing email boxes to ensure timely responses to internal and external customers

Criteria Measurement:

• Maintain quality billing and contract setup metrics
• Respond to new orders within 2 business hour
• Invoice deals and projects within 1 business day of receiving appropriate paperwork
• Provide Sales Representatives with relevant data within 1 business day of their request

Essential Activities:

• Managing sales orders & projects from entry to invoicing -- 25%
• New contract set up and continual maintenance -- 25%
• New Lease creation/maintenance of lease portfolio -- 15%
• Manage email inbox to ensure timely response to internal & external clients -- 25%
• Projects -- 10%

Primary People Contacts:

• Clients
• Client Support
• SymQuest Sales Representatives
• Leasing Partners
• Third Party Vendors
• Management

• Detail oriented
• Self motivated
• Positive attitude
• Creative
• Must work well in a team
• Must have integrity and trust
• Customer focused (internal & external)
• Effective at organizing
• Effective time management
• Ability to work in a fast paced environment
• Ability to handle multiple tasks & meet department standards
• Strong PC skills; experience producing reports and validating data required

Prerequisites:

• College Degree, equivalent work experience
• Excellent PC Skills
• Enjoys working with clients (internal & external)
• Strong communication skills
• Enjoys working with numbers

Toughest Part of the Job:

• Priority setting, time management & organizing
• Holding others accountable for compliance to guidelines
• Balance under stress
• Achieving 100% accuracy in billing, sales order entry and contract setup/maintenance
• Maintaining effective internal relationships with Sales Representatives
• Meeting deadlines for processing billing and credits

Konica Minolta Business Solutions' (Konica Minolta) journey started more than 150 years ago, with a vision to see and do things differently. The company partners with clients to Give Shape to Ideas by supporting their digital transformation through its expansive Intelligent Connected Workplace portfolio. Its business technology offerings include IT Services, intelligent information management, video security solutions and managed print services, as well as office technology and industrial and commercial print solutions. 2025 marks Konica Minolta's 20th anniversary in production print, for which it celebrates "20 Years of Excellence, Innovation and Impact," and continues to lead the way in digital commercial printing. This year also commemorates 20 years of Konica Minolta's bizhub brand. Over the past two decades, the bizhub series has revolutionized office technology and redefined how businesses operate. It has continuously evolved to meet the needs of modern workplaces, fueled by advances in technology and a commitment to innovation. Konica Minolta is proud to be ranked on the Forbes 2025 America's Best Large Employers list, included on CRN's MSP 500 list numerous times; recognized as the #1 Brand for Customer Loyalty in the MFP Office Copier Market by Brand Keys for eighteen consecutive years and presented with Keypoint Intelligence's BLI 2025 and 2021 A3 Line of The Year and BLI 2021-2023 Most Color Consistent A3 Brand Awards for its bizhub One i-Series. For more information, please visit Konica Minolta online and follow it on Facebook, YouTube, LinkedIn and Twitter.

Konica Minolta operates on a North American Shared Services model, which aligns cross-border priorities and enhances delivery to its field organization. This combines service functions in the U.S. and Canada, ultimately providing more resources to support areas such as sales administration, logistics and supply chain, marketing, product planning, finance, IT, HR and legal.

Au sujet de Konica Minolta

Solutions d'affaires Konica Minolta (Konica Minolta) a entame son parcours il y a plus de 150 ans, avec la volonte de voir et de faire les choses autrement. Elle fait equipe avec ses clients pour donner forme a leurs idees en appuyant leur transformation numerique grace a un riche portefeuille de solutions pour un milieu de travail connecte et fute. Parmi ses technologies d'affaires, on retrouve des services de TI, la gestion intelligente de l'information, des solutions de securite video et des services d'impression geres ainsi que des technologies de bureau et des solutions d'impression industrielle et commerciale. L'annee 2025 marque le 20e anniversaire de l'entree de Konica Minolta dans le marche de l'impression de production; l'entreprise souligne 20 annees d'excellence, d'innovation et de resultats tout en continuant d'etre une figure de proue dans l'impression numerique commerciale. C'est aussi l'annee ou la marque bizhub de Konica Minolta celebre ses 20 ans, au cours desquels la gamme a revolutionne la technologie de bureau, redefini les processus des entreprises, et evolue continuellement pour repondre aux besoins des milieux de travail modernes, mue par les avancees technologiques et la volonte d'innover. Konica Minolta est fiere de faire partie du palmares 2025 des meilleurs grands employeurs d'Amerique de Forbes, d'avoir figure a plusieurs reprises au palmares CRN des 500 fournisseurs de services geres, d'avoir ete nommee la marque numero un en matiere de fidelite des clients sur le marche des appareils de bureau multifonctions par Brand Keys pendant 18 annees consecutives, et de s'etre vue decerner les prix BLI A3 Line of the Year 2021 et 2025 et Most Colour Consistent A3 Brand 2021-2023 de Keypoint Intelligence pour sa gamme bizhub One i-Series. Pour en savoir plus, rendez-vous sur le site de Konica Minolta et suivez l'entreprise sur Facebook, YouTube, LinkedIn et Twitter.

Konica Minolta fonctionne selon un modele de services partages nord-americain qui permet d'harmoniser les priorites transfrontalieres et d'ameliorer la prestation de services aux organisations operationnelles. Le modele combine des fonctions de service americaine et canadienne afin d'offrir davantage de ressources aux services de soutien comme l'administration des ventes, la logistique et la chaine d'approvisionnement, le marketing, la planification des produits, la finance, les TI, les RH et les services juridiques.

Konica Minolta is an equal opportunity and affirmative action employer. We consider all qualified applicants for employment without regard to race, color, religion, creed, national origin, sex, pregnancy, age, sexual orientation, transgender status, gender identity, disability, alienage or citizenship status, marital status or partnership status, genetic information, veteran status or any other characteristic protected under applicable law.