Service Administrator

Job Responsibilities include but are not limited to:  

• Set up jobs in Service Trade

• Monitor credit approval as required (run DNB and check payment history in Service Trade) 

• 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. 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 Service Trade

• 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 Service Trade 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 Service Trade 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