Service Administrator - Patrol Coordinator

YESCO•Denver, CO

16d•Onsite

About The Position

Supports Colorado Service operations by combining service administration with coordination of the night patrol program. The role performs customer setup, job creation, invoicing, commission processing, and records management while directing patrol coverage, reviewing inspection reports, and routing service opportunities to the appropriate sales and operations employees. The position is based in the Denver office and coordinates nighttime field activity during regular office hours. The position works daily with the General Manager, Service Operations, account executives, field employees, patrollers, and administrative and accounting personnel. It provides routine patrol assignments, training, and quality feedback. 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. This is a newly established position, and its responsibilities, processes, and priorities may evolve as the role develops and business needs change. Management will communicate changes and review workload, training needs, and expectations. Estimate preparation and Service Agreement renewals are outside the position’s responsibilities. The position does not provide continuous after-hours availability; urgent nighttime issues follow a management-designated escalation process. Work is performed in the Denver office and involves computer use, reviewing documents and photographs, telephone and electronic communication, and ordinary movement within the office. The employee must be able to perform essential functions with or without reasonable accommodation. Success is measured by timely and accurate invoicing and job processing, current records, daily patrol report review and routing, complete quarterly distribution of required inspection reports, accurate coverage, time, and mileage records, and prompt escalation of unresolved issues. Management establishes priorities and monitors workload to keep the combined responsibilities achievable within the assigned schedule. The employer maintains a drug-free workplace and tests for marijuana.

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, with the 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 Time and Material jobs on behalf of Custom Account Executives or the General Manager; create authorized maintenance, contract service, and quoted service jobs, including 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 complete documentation and verify labor and materials transferred correctly to job orders in the accounting system before invoicing.
Prepare and send accurate invoices; respond to billing questions and coordinate payment issues with customers, account executives, and accounting personnel.
Distribute all 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.