Alarm Administrator at Allied Fire Protection – Carrollton, Texas

ALARM ADMINISTRATOR

JOB DESCRIPTION

Job Responsibilities include but are not limited to:

• Set up jobs, send timesheets and expense reimbursement to payroll for all Alarm dept. projects
• Issue POs
• Enter PO receipts and upload pick tickets to POs
• Request missing invoices and packing slips from vendors
• Invoice jobs in Sage
• Send out invoices to customers
• Scan folders
• Filing
• Issue credits
• Customer service issues on invoices
• Research issues with POs from Accounts Payable
• Research issues from Collections
• Other duties as assigned per office

Reports:

• Review bi-weekly active/inactive reports and make corrections as needed
• Run monthly billing report and give to Managers as needed; also send full report at end of month to Corporate Services Manager
• Run active report for meetings
• Run active/inactive report once a week to make sure it is clean
• Go over liens / notices report with Managers, call customer to help collect payment and make sure owner info is in CE for liens and notices to be sent.
• Run job cost detail report for Managers, if needed
• Run unposted freeform invoices report and unposted progress billings report to make sure all invoices are posted in CE
• Run PO status report to see which pick tickets have not been received from field
• Run committed cost report to investigate and clean up old cost on jobs

Knowledge:

• High school diploma is required
• Bachelor’s Degree is preferred

Work Experience:

• Customer Service Experience
• Purchasing and Purchase Order Experience

Skills and Competencies:

• Excellent written and verbal communication skills.
• Ability to follow verbal and written instructions.
• Detail oriented with excellent organization skills.
• Ability to effectively utilize computers and software including Microsoft Office Suite, Computer Ease and other software required by the Company
• Ability to maintain accurate and auditable records
• Ability to work in a fast-paced service/construction team environment
• Attention to detail with emphasis on accuracy and quality
• Ability to prioritize work to balance multiple projects and deadlines
• Procore experience is a plus

Physical Requirements