Service Admin at Allied Fire Protection – McAllen, Texas

SERVICE ADMINISTRATOR

JOB DESCRIPTION

Job Responsibilities include but are not limited to:

• Set up jobs in Service Trade
• National Accounts Coordinator for specific Service customers- supporting with billing and direct support
• Monitor credit approval as required (run DNB and check payment history in Sage/Service Trade)
• Create Electronic and Hard Folder
• Process Reminders every month
• Prep Contract jobs before being sent to contract admin
• Issue POs
• Enter PO receipts and upload pick tickets to POs
• Request missing invoices and packing slips from vendors
• Process reports when returned from inspection superintendent (make sure all information is on report and that all report types are turned in)
• Invoice jobs in Sage/Service Trade
• Send out invoices to customers
• Scan paperwork to put in Electronic folder
• Filing
• Backflow reporting to cities and jurisdictions (portals, email, mail original)
• Inspector BF license maintenance in portals / cities
• Issue credits
• Customer service issues on invoices
• Research issues with POs from Accounts Payable
• Research issues from Collections
• Research & Verify under/over or duplicate payments and report back to accounting
• Update billing notes weekly

Reports:

• Run monthly billing report for PI / PAI and give to Managers as needed; also send full report at end of month to Managers and Partners
• Run active report for meetings
• Run active/inactive report once a week to make sure it is clean
• Run Unposted Freeform and AIA report 2x a month to make sure it is cleaned up
• Go over liens / notices report with Managers 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 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

Additional Duties:

• Backup for other Admin(s), as needed

Knowledge:

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

Work Experience:

• Customer Service Experience
• Purchasing and Purchase Order Experience
• Familiar with/or use of "AIA" for construction billing

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
• Familiar with/or use of "AIA" for construction billing

Physical Requirements

• 100% Office Setting, including sitting, some bending, walking and viewing