AF
Service Admin
full-time•McAllen
About this role
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
What you'll do
- The Service Administrator is responsible for setting up jobs, coordinating national accounts, processing invoices, and managing reports. Additional duties include customer service support and maintaining accurate records.
About Allied Fire Protection
This fire protection company’s primary focus has always been providing superior fire safety equipment service and maintenance and compliance inspections for every type of fire protection system. Allied Fire Protection prides itself on providing the best possible service at a very reasonable price.
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Frequently Asked Questions
What does a Service Admin do at Allied Fire Protection?
As a Service Admin at Allied Fire Protection, you will: the Service Administrator is responsible for setting up jobs, coordinating national accounts, processing invoices, and managing reports. Additional duties include customer service support and maintaining accurate records..
Is the Service Admin position at Allied Fire Protection remote?
The Service Admin position at Allied Fire Protection is based in McAllen, Texas, United States. Contact the company through Clera for specific work arrangement details.
How do I apply for the Service Admin position at Allied Fire Protection?
You can apply for the Service Admin position at Allied Fire Protectiondirectly through Clera. Click the "Apply Now" button above to start your application. Clera's AI-powered platform will help match your profile with this opportunity and guide you through the application process.