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Project Administrator

2 months ago

Austin, United States Allied Fire Protection Full time
Job DescriptionJob Description

SERVICE ADMINISTRATOR

JOB DESCRIPTION


Job Responsibilities include but are not limited to: 

The Project Admin supports with billing, customer service and various clerk duties:

  • Set up jobs in CE

  • Monitor credit approval as required (run DNB and check payment history in CE)

  • 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

  • Issue POs

  • Enter PO receipts and upload pick tickets to POs

  • 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

  • Invoice jobs in CE

  • Send out invoices to customers

  • Scan paperwork to put in Electronic folder

  • Filing

  • 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 in CE weekly

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