What are the responsibilities and job description for the Construction Administrator position at Allied Fire Protection?
CONSTRUCTION ADMINISTRATOR (INVOICING AND COLLECTIONS)
JOB DESCRIPTION
Job Responsibilities include but are not limited to :
Set up jobs in CE
Send timesheets and expense reimbursement to payroll for all const., remodel and service techs
Issue POs including DC
Enter PO receipts and upload pick tickets to POs including DC
Request missing invoices and packing slips from vendors including DC
Invoice jobs in CE
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
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
Additional Duties :
New hire orientation
Print checks as needed for per diem, permits, etc.
Notarize documents
Clean out refrigerator, as needed
Office maintenance (cleaning service, a / c service, trash service, etc.)
Answer phones – designated am or pm
Order office supplies
Lunch for meetings
Coordinate office functions
Help coordinate charity events for Dallas office
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.
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