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Responsibilities
- Set up jobs in Service Trade
- Act as National Accounts Coordinator for specific Service customers, supporting with billing and direct support
- Monitor credit approval by running DNB and checking payment history in Sage/Service Trade
- Create Electronic and Hard Folders
- Process monthly reminders
- Prepare contract jobs before sending to contract administration
- Issue Purchase Orders (POs)
- Enter PO receipts and upload pick tickets to POs
- Request missing invoices and packing slips from vendors
- Process reports after return from inspection superintendent, ensuring all information is present and all report types are submitted
- Invoice jobs in Sage/Service Trade
- Send invoices to customers
- Scan paperwork for Electronic folder
- File documents
- Perform Backflow reporting to cities and jurisdictions via portals, email, or mail
- Maintain Inspector BF licenses in portals and cities
- Issue credits
- Handle customer service issues related to invoices
- Research PO issues with Accounts Payable
- Research issues from Collections
- Research and verify under/over or duplicate payments, reporting findings to accounting
- Update billing notes weekly
- Run monthly billing report for PI/PAI and provide to Managers, also send full report at end of month
- Run active report for meetings
- Run active/inactive report weekly for cleanup
- Run Unposted Freeform and AIA report twice a month for cleanup
- Review liens/notices report with Managers to ensure owner information is in CE for lien and notice submission
- Run job cost detail report for Managers as needed
- Run PO status report to identify unreceived pick tickets from the field
- Run committed cost report to investigate and clean up old costs on jobs
- Provide backup for other Administrators as needed
Requirements
- High school diploma required
- Bachelor's Degree preferred
- Customer Service Experience
- Purchasing and Purchase Order Experience
- Familiarity with or use of 'AIA' for construction billing
- Ability to follow verbal and written instructions
- Ability to maintain accurate and auditable records
- Ability to work in a fast-paced service/construction team environment
- Ability to prioritize work to balance multiple projects and deadlines
- Must be able to work in an office setting, including sitting, bending, walking, and viewing
Skills
- Excellent written and verbal communication skills
- Detail oriented with excellent organization skills
- Proficiency with computers and software, including Microsoft Office Suite, Computer Ease, and other company-required software
- Attention to detail with emphasis on accuracy and quality
Work Type
- Office Setting
Education Level
- High school diploma
- Bachelor's Degree