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Service Admin
Service AdminAllied Fire Protection • Mcallen, TX, US
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Service Admin

Service Admin

Allied Fire Protection • Mcallen, TX, US
30+ days ago
Job type
  • Full-time
Job description

Service Administrator

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
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Service Admin • Mcallen, TX, US

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