Hourly Rate: $18 - $20 Job Summary We are seeking a detail-oriented and proactive Payment Operations & Administrative Specialist to join our team. In this role, you will be responsible for managing both electronic and paper-based payment processes, and performing key administrative functions related to account verification and tax documentation. The ideal candidate thrives in a fast-paced environment, demonstrates strong organizational skills, and maintains a high level of accuracy and confidentiality. Key Responsibilities Payment Processing + Process and reconcile electronic payments (ACH, credit card, and other digital transactions). + Receive, log, and deposit incoming paper checks with accurate documentation and tracking. Clerical & Administrative Support + Verify customer account information for tax compliance purposes. + Prepare and send tax exemption forms to customers, and follow up to ensure timely return. + Communicate with customers regarding missing or incomplete tax documentation. + Maintain organized records of tax-related documents and correspondence for audit and compliance purposes. + Monitor automatic name change notifications and determine if updated forms or Tax IDs are required. + Conduct monthly inventory reconciliation and manage fuel transfer documentation. + Perform scanning and electronic filing/indexing of key documents. + Review HVAC industry software for data accuracy and provide necessary updates, including, but not limited to, taxation status Reporting & Compliance + Assist with monthly reconciliation and reporting of payment activities. + Ensure compliance with internal controls and external regulations related to payment processing and tax documentation. + Collaborate with Finance and Customer Service teams to resolve discrepancies and identify process improvement opportunities