Service Administrator - Patrol Coordinator

YESCO•Denver, CO

18d•Onsite

About The Position

The Service Administrator - Patrol Coordinator supports Colorado Service operations by combining service administration with coordination of the night patrol program. Based in the Denver office, the position handles customer setup, job creation, invoicing, commission processing, and records management, while coordinating nighttime field activity during regular office hours. The role establishes and maintains customer and job records, coordinates work information from initial customer contact through handoff to Service Operations, reviews completed jobs and supporting documentation, prepares invoices, processes commissions, and maintains accurate records. It also ensures required Service Agreement inspection reports are distributed to customer contacts each quarter. For the patrol program, the position assigns geographic coverage and maintains routes, reviews patrol and inspection reports each workday, and routes approved findings to the appropriate employees or authorized customer contacts. It tracks patroller hours, mileage, attendance, route completion, and report activity; serves as the primary office contact for patrollers; and provides routine assignment guidance, training coordination, and quality feedback. Persistent performance, attendance, safety, coverage, or unresolved routing concerns are escalated to the General Manager. The position works with the General Manager, Service Operations, account executives, field employees, patrollers, and administrative and accounting personnel. Hiring, termination, formal discipline, compensation changes, and policy exceptions remain with authorized management. Pricing, technical scope, credit decisions, and field scheduling follow established approval procedures. The role does not prepare estimates, renew Service Agreements, or provide continuous after-hours availability. It is newly established, and responsibilities and priorities may evolve as business needs change.

Requirements

High school diploma or GED and relevant administrative, customer service, or service operations experience, or an equivalent combination of education, training, and experience.
Valid driver’s license and a clean driving record; a motor vehicle record (MVR) will be requested for review.
Proficiency with word processing, spreadsheets, email, and customer, accounting, and order-processing systems.
Ability to learn and use the company’s internal customer relationship management and accounting systems.
Ability to organize competing deadlines, review records accurately, interpret maps and route information, and communicate clear instructions and professional correspondence.
Ability to apply company procedures, maintain confidential information, resolve routine customer and employee questions, and recognize matters requiring management review.
Ability to perform the essential functions with or without reasonable accommodation.

Nice To Haves

Experience coordinating employees or work assignments.

Responsibilities

Establish and maintain customer records in the company’s customer relationship management and related business systems, verifying required customer, billing, and account information.
Create authorized maintenance, contract service, and quoted service jobs; create Time and Material jobs only on behalf of Custom Account Executives or the General Manager, and create jobs for qualifying patrol findings covered by customer agreements.
Coordinate job information from initial customer contact through handoff to Service Operations; obtain missing documents and resolve administrative discrepancies.
Review completed maintenance and service jobs for documentation and verify labor and materials transferred correctly to the job order before invoicing.
Prepare and send accurate invoices; respond to billing questions and coordinate payment issues with customers, account executives, and accounting personnel.
Distribute 100% of required Service Agreement inspection reports to appropriate customer contacts each quarter; track distribution and follow up on missing reports or delivery issues.
Apply company commission procedures, prepare commission tickets for approval, and complete assigned sales volume and commission posting.
Maintain accurate and timely customer, contract, job, invoice, and commission records; provide routine administrative reports and customer service.
Assign patrollers to geographic areas and maintain route schedules, maps, and waypoint records; adjust coverage to reduce duplication, address gaps, and use patrol hours and mileage efficiently.
Review patrol and inspection reports each workday for accurate addresses, photographs, outage descriptions, customer identification, and required information; correct records or return them for clarification.
Route approved patrol findings and inspection reports to appropriate account executives, departments, or authorized customer contacts; track unassigned reports and raise unresolved routing or follow-up issues to management.
Track patroller hours, mileage, attendance, route completion, and report activity; review submissions for accuracy and route exceptions and approvals through company procedures.
Serve as the primary office contact for patrollers; communicate assignments and reporting standards, provide system and reporting training, and coordinate field training with designated experienced personnel.
Monitor report quality, coverage, and patrol results; provide routine feedback to patrollers and management and escalate persistent performance, attendance, safety, or coverage concerns to the General Manager.
Maintain patrol records and prepare activity and sold-patrol summaries; coordinate administrative processing of approved patrol incentives or commissions.
Answer calls and perform other related office duties as assigned.