Service Administrator

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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

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