What are the responsibilities and job description for the Service Administrator position at Allied Fire Protection?
SERVICE ADMINISTRATOR
JOB DESCRIPTION
Job Responsibilities include but are not limited to:
Set up jobs in Procore, Service Trade and Sage for accounting- Monitor credit approval as required (run DNB and check payment history in CE)
- Create Electronic and Hard Folder
- Auto fill information into job scope for Sales Rep to complete
- When Job Scope is complete – distribute (by email) scope, svc ticket, previous reports, material list, etc. to Jacob and Shawn for scheduling
- 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 paperwork when returned from Operations Manager (make sure all information is on ticket, run job cost and check for issues, make sure there is a material PO or inventory control sheet
- Invoice jobs in CE
- Send out invoices to customers
- Scan paperwork to put in Electronic folder
- Filing
- 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 in CE weekly
Reports:
- Run monthly billing report for PS & PD 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
- Answer phones – 1st back-up on phones and designated days to cover receptionist lunch break
- 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
