Service Administrator

Allied-Fire-Protection,-Lp; Austin (TX); On-site; USD 40,000 - 55,000; Full time

Job summary

Allied-Fire-Protection,-Lp in Austin, TX is seeking a Service Administrator to support billing, purchasing, and office operations in a busy service environment. The role requires strong attention to detail, excellent written and verbal communication, and experience with service trade/billing software.

This full-time clerical position offers growth within a construction-service company and a collaborative team.

Qualifications

• High school diploma is required.
• Bachelor’s Degree is preferred.
• Customer service experience required.
• Purchasing and purchase order experience preferred.
• Familiar with AIA construction billing.

Responsibilities

• Set up jobs in Service Trade.
• Coordinate national accounts for billing support.
• Monitor credit approvals and check payment history.
• Create electronic and hard folders.
• Process reminders monthly.
• Prepare contract jobs for contract admins.
• Issue purchase orders.
• Enter PO receipts and upload pick tickets.
• Request missing invoices and packing slips.
• Process and verify reports from inspectors.
• Invoice jobs in Sage/Service Trade.
• Send invoices to customers.
• Scan and file documents.
• Backflow reporting to cities and jurisdictions.
• Maintain BF license in portals.
• Issue credits as needed.
• Resolve invoice-related customer service issues.
• Investigate PO issues with AP.
• Investigate and verify under/over or duplicate payments.
• Update billing notes weekly.
• Run monthly billing reports and share with Managers.
• Run active / inactive reports weekly.
• Run unposted forms twice monthly.
• Review liens/notices reports with Managers.
• Run job cost detail reports.
• Run PO status reports.
• Run committed cost reports.

Skills

Communication skills

Detail oriented

MS Office

Sage familiarity

Service Trade

PO processing

AIA billing

Multitasking

Education

High school diploma

Bachelor's degree preferred

Tools

Sage

Service Trade

PO systems

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.

Service Administrator

FULL-TIME Clerical Austin, TX, US

SERVICE 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