Service Administrator- Compliance

Allied Fire Protection•Pearland, TX

About The Position

JOB DESCRIPTION Job Responsibilities include but are not limited to: Set up compliance needs in multiple systems, both internally and externally on customer portals Create Electronic and Hard Folder Auto fill information into job scope for Sales Rep to complete When Job Scope is complete – distribute (by email) scope, svc ticket, previous reports, material list, etc. to Jacob and Shawn for scheduling Prep Contract jobs before being sent to Contract Admin Request missing invoices and packing slips from vendors Process paperwork when returned from Operations Manager (make sure all information is on ticket, run job cost and check for issues, make sure there is a material PO or inventory control sheet Send out invoices to customers Scan paperwork to put in Electronic folder 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 Reports: Run monthly billing report for PS & PD 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 Answer phones – 1st back-up on phones and designated days to cover receptionist lunch break Backup for other Admin(s), as needed

Requirements

High school diploma is required
Customer Service Experience
Purchasing and Purchase Order Experience
Familiar with/or use of "AIA" for construction billing
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

Nice To Haves

Bachelor’s Degree is preferred

Responsibilities

Set up compliance needs in multiple systems, both internally and externally on customer portals
Create Electronic and Hard Folder
Auto fill information into job scope for Sales Rep to complete
When Job Scope is complete – distribute (by email) scope, svc ticket, previous reports, material list, etc. to Jacob and Shawn for scheduling
Prep Contract jobs before being sent to Contract Admin
Request missing invoices and packing slips from vendors
Process paperwork when returned from Operations Manager (make sure all information is on ticket, run job cost and check for issues, make sure there is a material PO or inventory control sheet
Send out invoices to customers
Scan paperwork to put in Electronic folder
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
Run monthly billing report for PS & PD 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
Answer phones – 1st back-up on phones and designated days to cover receptionist lunch break
Backup for other Admin(s), as needed