Inspections Administrator

Allied Fire Protection•McAllen, TX

4d•Onsite

About The Position

JOB DESCRIPTION Job Responsibilities include but are not limited to: Set up jobs in Service Trade Monitor credit approval as required (run DNB and check payment history in Sage/Service Trade) Create Electronic and Hard Folder Process Reminders every month 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 reports when returned from inspection superintendent (make sure all information is on report and that all report types are turned in) Invoice jobs in Sage/Service Trade Send out invoices to customers Scan paperwork to put in Electronic folder Filing Backflow reporting to cities and jurisdictions (portals, email, mail original) Inspector BF license maintenance in portals / cities 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 weekly Reports: Run monthly billing report for PI / PAI and give to Managers as needed; also send full report at end of month to Managers and Partners Run active report for meetings Run active/inactive report once a week to make sure it is clean Run Unposted Freeform and AIA report 2x a month to make sure it is cleaned up Go over liens / notices report with Managers 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 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: Backup for other Admin(s), as needed

Requirements

High school diploma is required
Customer Service Experience
Purchasing and Purchase Order Experience
Familiar with/or use of "AIA" for construction billing
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

Nice To Haves

Bachelor’s Degree is preferred

Responsibilities

Set up jobs in Service Trade
Monitor credit approval as required (run DNB and check payment history in Sage/Service Trade)
Create Electronic and Hard Folder
Process Reminders every month
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 reports when returned from inspection superintendent (make sure all information is on report and that all report types are turned in)
Invoice jobs in Sage/Service Trade
Send out invoices to customers
Scan paperwork to put in Electronic folder
Filing
Backflow reporting to cities and jurisdictions (portals, email, mail original)
Inspector BF license maintenance in portals / cities
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 weekly
Run monthly billing report for PI / PAI and give to Managers as needed; also send full report at end of month to Managers and Partners
Run active report for meetings
Run active/inactive report once a week to make sure it is clean
Run Unposted Freeform and AIA report 2x a month to make sure it is cleaned up
Go over liens / notices report with Managers 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 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
Backup for other Admin(s), as needed