Alarm Administrator

Allied Fire Protection•Carrollton, TX

17d•Onsite

About The Position

JOB DESCRIPTION Job Responsibilities include but are not limited to: Set up jobs, send timesheets and expense reimbursement to payroll for all Alarm dept. projects Issue POs Enter PO receipts and upload pick tickets to POs Request missing invoices and packing slips from vendors Invoice jobs in Sage 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 Other duties as assigned per office 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 Knowledge: High school diploma is required Bachelor’s Degree is preferred Work Experience: Customer Service Experience Purchasing and Purchase Order Experience 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 Procore experience is a plus Physical Requirements 100% Office Setting, including sitting, some bending, walking and viewing.

Requirements

High school diploma is required
Customer Service Experience
Purchasing and Purchase Order Experience
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

Nice To Haves

Bachelor’s Degree is preferred
Procore experience is a plus

Responsibilities

Set up jobs, send timesheets and expense reimbursement to payroll for all Alarm dept. projects
Issue POs
Enter PO receipts and upload pick tickets to POs
Request missing invoices and packing slips from vendors
Invoice jobs in Sage
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
Other duties as assigned per office
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