Construction Administrator - Allied Fire Protection : Job Details

CONSTRUCTION ADMINISTRATOR (INVOICING AND COLLECTIONS)

JOB DESCRIPTION

Job Responsibilities include but are not limited to:

• Set up jobs in CE
• Send timesheets and expense reimbursement to payroll for all const., remodel and service techs
• Issue POs including DC
• Enter PO receipts and upload pick tickets to POs including DC
• Request missing invoices and packing slips from vendors including DC
• Invoice jobs in CE
• Send out invoices to customers
• Scan folders
• Filing
• Issue credits
• Customer service issues on invoices
• Research issues with POs from Accounts Payable
• Research issues from Collections

Reports:

• Review bi-weekly active/inactive reports and make corrections as needed
• Run monthly billing report and give to Managers as needed; also send full report at end of month to Corporate Services Manager
• Run active report for meetings
• Run active/inactive report once a week to make sure it is clean
• Go over liens / notices report with Managers, call customer to help collect payment 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 unposted freeform invoices report and unposted progress billings report to make sure all invoices are posted in CE
• 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:

• New hire orientation
• Print checks as needed for per diem, permits, etc.
• Notarize documents
• Clean out refrigerator, as needed
• Office maintenance (cleaning service, a/c service, trash service, etc.)
• Answer phones – designated am or pm
• Order office supplies
• Lunch for meetings

• Coordinate office functions
• Help coordinate charity events for Dallas office
• 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.

Compensation details: 18-25 Hourly Wage

PIb1607131f38a-25403-#######4