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Subcontractor Admin

3 months ago

Spring Lake, United States AMERICAN REPAIR MAINTENANCE LLC Full time
Job DescriptionJob Description

Subcontractor Admin job description

We are seeking a detail-oriented and organized Subcontractor Admin to join our team. In this role, you will be responsible for tracking down completion notes, invoices, and quotes from subcontractors, and ensuring that all relevant information is accurately recorded and updated in our CRM systems. This position plays a crucial role in maintaining clear communication between our company and subcontractors, ensuring that work orders are completed efficiently and effectively.

Now offering Sign-On and Referral bonuses

Responsibilities

· Tracking Completion Notes: Collaborate with Service Coordinator 2s and subcontractors to gather completion notes for various work orders. Maintain a systematic approach to ensure all completion notes are collected promptly and accurately.

· Managing Invoices: Collect, review, and process invoices from subcontractors. Verify that invoices align with Not to Exceed (NTE) requirements and contractual agreements. Coordinate with the finance department to ensure timely payments to subcontractors.

· Obtaining Quotes: Reach out to subcontractors to obtain quotes for upcoming or additional work. Compare quotes to determine the most cost-effective options while maintaining quality standards.

· Updating CRM Systems: Utilize CRM systems to record and maintain accurate information regarding subcontractor activities, including completion notes, invoices, quotes, and contact details. Ensure that all data is up-to-date and easily accessible to relevant team members.

· Documentation and Reporting: Maintain organized records of all correspondence, agreements, and transactions with subcontractors.

· Other administrative duties upon company need

Qualifications/Skills:

· High school diploma (advanced schooling preferred)

· Proven administrative experience

· Superb written and verbal communication skills

· Strong time-management skills and multitasking ability

· Aptitude for learning new software and systems

· Experience developing internal processes and data systems

· (Minimum) high proficiency in Microsoft Office Suite