Service Admin at Allied Fire Protection

McAllen, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

10 Apr, 26

Salary

0.0

Posted On

10 Jan, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Service, Purchasing, Purchase Order, Communication Skills, Detail Oriented, Organization Skills, Microsoft Office Suite, Computer Ease, Accurate Records, Fast-Paced Environment, Attention to Detail, Prioritization, AIA Billing

Industry

Fire Protection

Description

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

Responsibilities

The Service Administrator is responsible for setting up jobs, coordinating national accounts, processing invoices, and managing reports. Additional duties include customer service support and maintaining accurate records.