Customer Service Administrator

classicfls; Calgary; On-site; CAD 42,000 - 62,000; Full time

Benefits offered by this job

Comprehensive Group benefits

Educational assistance program

Employee referral bonus program

Job summary

Classic Fire + Life Safety is seeking a Customer Service Administrator to support Service back-end operations and take ownership of the invoicing cycle. You will collaborate with Service Coordinators, Service Sales Executives, and accounting to ensure accurate and timely invoices.

The role emphasizes attention to detail, familiarity with service processes, and a collaborative, team-oriented approach within a community-focused contractor.

Qualifications

• Minimum 3 years of experience in administrative support.
• Knowledge of Fire & Life Safety Codes is a plus.
• Strong attention to detail and meticulous record keeping for invoices.
• Experience with enterprise-wide systems and applications.

Responsibilities

• Own the Service invoicing process from creation to submission.
• Review the Completed Jobs report and verify accuracy with Service Coordinators.
• Generate invoices with correct billing notes, PO numbers, dates, and bill-to information.
• Send invoices via Service Trade, email, or portal submission.
• Maintain invoicing portal entries and ensure invoices are uploaded for payment.
• Be the first point of contact for rejected or disputed invoices and escalate as needed.
• Assist with parts inventory control management.
• Provide back-up reception/front-desk support including phone coverage.
• Perform other duties as assigned by the Service Operations Manager.

Skills

Administrative support

Attention to detail

Documentation & record keeping

Team player

Tech-savvy

Tools

Service Trade

Job description

Company Description

Thank you so much for considering our company in your career search! Classic Fire + Life Safety is a leader in the fire protection and life safety industry because of our talented, knowledgeable, and motivated staff. We know that it is our people who make the difference, and we are looking to grow our team of passionate professionals. Interested in joining us?

Our goal is to partner with our customers, to ensure their building, and the people in them are safe, from new building construction activities, modernization activities, and demand for system upgrades, through to preventative maintenance and service.

Why join the Classic team?

• CFLS is a caring company who values our staff.
• CFLS is local and is part of the community.
• CFLS is a full-service fire protection contractor.
• A great working environment with opportunities for career advancement.
• Supportive, people-first culture focused on performance
• Comprehensive Group benefits.
• Educational assistance program.
• Employee referral bonus program.
• Meaningful work in a life safety-driven industry

Job Description

The Customer Service Administrator is motivated, and knowledgeable in the fire protection and life safety industry, with a strong administrative focus to support the company’s Service back-end operations. The Customer Service Administrator will be responsible for owning the invoicing process of the Service Operations cycle. This position will require an ability to work effectively with other team members such as Service Coordinators, Service Sales Executives, Service Supervisor, accounting Team, and customers. The Customer Service Administrator will support service delivery back-end administrative functions and provide quality control support to ensure accurate and complete creation and distribution of invoices. This job description is to be used as a guideline only and may not incorporate all functions of the job.

Tasks & Responsibilities:

• Own the Service Invoicing function from invoice creation o submission
• Work from “Completed Jobs” report generated from Service Trade daily
• Review completed jobs for accuracy, information; reaching back to Service Coordinators if needed
• Generate invoice ensuring billing notes, customer PO’s, transaction date, bill-to etc. are correct
• Send invoice in proper format; Service Trade link, outside email, portal submission etc.
• Own Invoicing Portal entries, ensuring invoices are properly uploaded for payment
• Be first point of contact for rejected / disputed invoices, and escalating as required
• Assist with parts inventory control management
• Providing back-up support to Reception/front desk, including phone coverage
• Other tasks and duties as required by the Service Operations Manager
  

Qualifications:

• Minimum 3 years’ experience in administrative support position
• Working knowledge of Fire & Life Safety Codes, Standards and System would be considered an asset
  
• Strong attention to details and record keeping focus to ensure quality of invoice submission
• Able to process documentation and understand completeness formatting and consistency requirements
• Understanding and ability to work with enterprise-wide systems and applications
• Good interpersonal skills with staff and customers, and a willingness to work as a Team
• Efficient and comfortable with technology and software applications
• Working knowledge of Service Processes and Reporting requirements
  

We thank all applicants who apply, but only those candidates who meet the above qualifications will be contacted for an interview.