Service Administrator

National Roofing Company; Albuquerque, Northern (NM, KY); Hybrid; USD 38,000 - 50,000; Full time

Job summary

National Roofing Company in Albuquerque seeks an Administrative Assistant to support the Service Director and Service Department, ensuring projects move from conception to completion on time and within budget.

The role involves handling calls, creating work orders, assisting project managers with proposals, scheduling, invoicing, and maintaining files, with equal emphasis on accuracy and confidentiality.

Qualifications

• Proficient with Microsoft Office, DataForma and Salesforce.
• Ability to handle multiple phone lines and maintain confidentiality.
• Experience with invoices, contracts and proposals is a plus.

Responsibilities

• Answer leads calls and extract scope of work and contact information.
• Create customer contacts in DataForma or Salesforce.
• Create work orders including warranty work in vendor portals.
• Assist Project Managers with proposals and bid abstracts.
• Approve work orders and revise materials and notes as needed.
• Assist in scheduling work orders and PM appointments.
• Process invoices for completed work orders.
• Enter material POs into ComputerEase and track receipts.
• Log fuel and material receipts to the correct jobs/projects.
• Backup the Service Manager as needed and support safety meetings.

Skills

Good phone skills

Multi-line phone handling

Confidentiality

Microsoft Office

DataForma

SalesForce

Tools

DataForma

SalesForce

Microsoft Office

Job description

This position provides administrative support to the Service Director and Service Department in overseeing progress of projects from conception to completion in a timely and cost-effective manner, while being responsible for scheduling, budgeting, safety and overall organization.

Duties & Responsibilities

• Take all calls on leads for work and extract scope of work and contact information from the caller
• Creates customer contacts in DataForma or SalesForce as needed – I changed it to this
• Create work orders including warranty work accepting or declining work in each vendor portal as needed
• Assist Project Managers in creating proposals and bid abstracts, when needed
• Approve work orders and revise materials and notes that come back from the crews as necessary
• Assist in scheduling work orders and PM appointments to meet customer needs
• Assist management & field staff as needed
• Use office equipment to fax, mail, photocopy, and scan work for customer jobs
• Create and process invoices for completed work orders
• Enter material PO’s into ComputerEase
• Work with the Accounting department on schedule of values or other billing requirements
• Log fuel receipts and material receipts to the correct jobs/projects
• Assist team members with setting up their work phone
• Assist with timecard verification and approvals for Service Team, with approval from the Service Manager
• Follow-up with customers and schedule RMPs
• Attend and assist with Safety and Foremen meetings
• Keep files updated and organize and maintained, updating lists & reports
• Act as a backup to the Service Manager, when needed

Qualifications

• Have computer skills using Microsoft Office programs, DataForma and SalesForce
• Good phone skills and able to handle multiple phone lines
• Must be 18 or older
• Must be able to keep information confidential
• Knowledge of working with invoices, contracts and proposals a plus
• Worked in construction a plus

Other Duties

Please note that this job description is not designated to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, qualifications, and conditions/requirements may change at any time with or without notice.

Equal Opportunity Employer, including disabled and veterans.