Service Administrator

Legence; San Jose (CA); On-site; USD 48,000 - 55,000; Full time

Job summary

Therma is seeking a detail-oriented Service Administrator to join our team in San Jose, California. This in-office position requires reviewing and preparing completed jobs for invoicing, ensuring labor, material, and equipment charges are accurate before releasing to Billing.

The ideal candidate will have strong analytical skills, excellent attention to detail, and thrive working with technicians, project teams, and Billing in a fast-paced environment.

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree preferred in Business, Accounting, Finance, or related field.
• Prior billing, accounts receivable, project administration or related administrative experience preferred, ideally in construction or mechanical services.

Responsibilities

• Review and prepare completed jobs for invoicing with accurate labor, material, and equipment charges.
• Update labor rates, job site data, and PM contract status for billing.
• Enter equipment charges and verify customer invoicing accuracy.
• Request purchase orders and update delivery addresses and locations as needed.
• Collaborate with technicians and Billing to ensure a smooth invoicing process.

Skills

Attention to detail

Team player

Communication

Prioritization

Analytical skills

Self-motivation

MS Word

MS Excel

PowerPoint

Billing software

Education

High school diploma or equivalent

Associate's or Bachelor's degree in Business/Accounting/Finance or related

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Service Administrator

Location: San Jose, California (In office position, remote option unavailable)

Therma is seeking a detail-oriented and organized Service Administrator to join our team in San Jose, California. This role is responsible for reviewing and preparing completed jobs for invoicing, ensuring labor, material, and equipment charges are accurate and properly documented before jobs are released to the Billing Department. The ideal candidate has strong analytical skills, excellent attention to detail, and thrives working closely with technicians, project teams, and the Billing Department in a fast-paced environment.

Essential Duties:

• Run reports to identify which jobs are ready to be priced.
• Update the correct labor rate and type based on the job site, the Department the technician works in, date and time the work was performed, and based on if the customer has a PM contract with us.
• Update the correct material mark-up based on the customer agreements.
• Enter equipment charges on jobs.
• Verify if we are invoicing the correct customer.
• Request purchase orders from customers.
• Update the delivery address on each job.
• Update the system with new locations as needed.
• Ensure the technician provides a write-up on each job.
• Verify the labor and materials were charged to the correct job.
• Verify all costs have been charged to time and material jobs before releasing to the Billing Department.
• Ensure the contracts were entered into the system accurately before releasing jobs to the Billing Dept.
• Verify that purchase orders are received for the correct amounts.
• Respond to customer billing requests in a timely manner.
• Understand the billing requirements of each customer.
• Work closely with the technicians and the Billing Department to ensure the invoicing process runs smoothly.

Educational Background Requirements and Eligibility:

High school diploma or equivalent required; Associate's or Bachelor's degree in Business, Accounting, Finance, or a related field preferred. Prior experience in billing, accounts receivable, project administration, or a related administrative role is preferred, ideally within the construction or mechanical services industry.

Required Competencies and Qualifications:

• Strong attention to detail and accuracy
• Good interpersonal abilities for working in a team environment
• Excellent written and oral communication skills
• Ability to prioritize and take direction
• Strong analytical and problem-solving skills
• Ability to self-motivate and work productively without supervision
• Working knowledge of Microsoft Word, Excel, and PowerPoint
• Experience with billing or job costing software a plus
• Proactive approach/self-starter/takes initiative
• Positive attitude/team player

Hourly pay: $35-$40

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