Inspections Administrator

Allied-Fire-Protection,-Lp; Carrollton (TX); On-site; USD 40,000 - 60,000; Full time

Job summary

Allied-Fire-Protection, LP is seeking an Inspections Administrator in Carrollton, TX, a full-time clerical role. Responsibilities include setup in Service Trade, billing support for national accounts, credit monitoring, PO processing, and reporting.

The candidate will manage electronic/hard folders, invoices, and backflow reporting with a focus on accurate record keeping. The position requires strong communication, organization, and MS Office skills, with familiarity in AIA construction billing.

Qualifications

• High school diploma required; Bachelor’s degree preferred.
• Experience in customer service and purchasing/P.O. processes.
• Familiar with AIA construction billing.

Responsibilities

• Set up jobs in Service Trade.
• National Accounts Coordinator for Service customers—billing support.
• Monitor credit approval; check payment history in Sage/Service Trade.
• Create electronic and hard folders; process monthly reminders.
• Prepare contracts before sending to contract admin; issue POs.
• Enter PO receipts and upload pick tickets to POs; request invoices.
• Process reports from inspection superintendent; ensure all data is included.
• Invoice jobs in Sage/Service Trade and send to customers.
• Scan paperwork; maintain electronic folders; filing.
• Backflow reporting to cities; license maintenance in portals.
• Issue credits; address invoice-related customer issues.
• Research POs, collections, and payments discrepancies.

Skills

Communication skills

Attention to detail

Organization

MS Office

Computer literacy

Education

High school diploma

Bachelor’s degree preferred

Tools

Sage/Service Trade

Computer Ease

Microsoft Office Suite

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Inspections Administrator

FULL-TIME Clerical Carrollton, TX, US

4 days ago Requisition ID: 1593

INSPECTIONS 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