Service Administrator

Allied Fire Protection; Austin (TX); On-site; USD 42,000 - 60,000; Full time

Job summary

Allied Fire Protection in Austin, TX is seeking a Service Administrator to support daily billing, purchasing, and administrative tasks in a fast-paced service environment.

The role covers processing POs, coordinating with Accounts Payable, maintaining records, and generating monthly reports for managers and partners. A high school diploma is required; a Bachelor's degree is preferred, with strong Microsoft Office skills and familiarity with AIA construction billing.

Qualifications

• High school diploma is required.
• Bachelor's degree preferred.
• Experience in customer service and purchasing helpful.
• Familiar with AIA for construction billing.

Responsibilities

• Set up and maintain jobs in Service Trade.
• Coordinate with National Accounts on billing and support.
• Monitor credit approval and payment history in Sage/Service Trade.
• Process reminders and issue POs.
• Enter PO receipts and upload tickets to POs.
• Prepare reports for managers and partners.
• Back up other Admin staff as needed.

Skills

Communication

Detail oriented

Organization

Microsoft Office

Billing and invoicing

Education

High school diploma

Bachelor's degree

Tools

Microsoft Office Suite

Computer Ease

AIA construction billing

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

5 days ago Requisition ID: 1591

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