Inspections Administrator

Allied Fire Protection•Carrollton, TX

10d•Onsite

About The Position

The Inspections Administrator will be responsible for a variety of administrative tasks to support the inspections team and ensure smooth operations. This role involves managing job setups, coordinating with customers, processing billing and payments, maintaining records, and generating reports. The ideal candidate will be detail-oriented, organized, and proficient in relevant software, with experience in a fast-paced service or construction environment.

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

Nice To Haves

Bachelor’s Degree is preferred

Responsibilities

Set up jobs in Service Trade
National Accounts Coordinator for specific Service customers, supporting with billing and direct support
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