Service Administrator- Rowlett, TX

NATIONS ROOF LLC•Rowlett, TX

10h•Onsite

About The Position

Nations Roof is one of the largest commercial roofing contractors ranked in the Top 5 Roofing Contractors in the US. Our projects range in scope from large scale new commercial construction, industrial, hospitality, distribution centers, retail centers, office buildings, multifamily, residential, and green roofs to large renovations of existing buildings. Position Summary: The Service Administrator, under the direct supervision of the President (or other reporting Manager listed above), is responsible for the comprehensive administrative, financial, and documentation processes that support the Nations Roof service department. This role manages invoice processing, contract administration, compliance tracking, office support functions, and the documentation required to ensure operational accuracy and financial integrity. The Service Administrator also provides back-up or support in areas of scheduling, customer communication, and workflow coordination to ensure department continuity.

Requirements

Excellent verbal and written communication skills.
Ability to effectively plan, organize and meet deadlines while maintaining a high level of quality.
Intermediate computer skills required. (Microsoft Suite: Word, Excel, PowerPoint, etc.)
Bachelor’s degree in related field, preferred.
Any equivalent combination of education and experience may also be considered.
5 years’ experience in office support role, prior construction office experience preferred.

Nice To Haves

Bachelor’s degree in related field, preferred.
prior construction office experience preferred.

Responsibilities

Manage inbound and outbound phone calls, emails, and service communication.
Maintain organized digital and physical filing systems for service documents, contracts, COIs, warranties, and compliance records.
Crosstrain with and provide administrative backup when needed.
Maintain office supplies and support general office operations.
Process outgoing customer invoices (Accounts Receivable) and record incoming payments accurately.
Perform hands-on AR activities such as posting payments, updating customer accounts, and conducting follow-up communication for past-due balances.
Process vendor invoices (Accounts Payable), including coding, matching with purchase orders, and submitting for approval.
Maintain accurate AP and AR logs, files, and supporting documentation.
Support job costing by ensuring invoices, material receipts, and labor charges are correctly recorded.
Compile and verify technician time for payroll processing and assist with payroll entry.
Review GPS tracker reports to confirm technician locations align with submitted job hours for payroll and job-costing accuracy.
Document and escalate discrepancies between GPS, timecards, and work orders as needed.
Prepare, review, and administer contractual proposals, service agreements, and purchase orders.
Create, receive, and track subcontractor MSAs, POs, and COIs.
Track and coordinate vendor/supplier preliminary notices, lien releases, and warranty documentation.
Ensure compliance documentation is complete and up to date for all service jobs.
Organize and maintain all project and job maintenance records
Manage the applicant tracking system (ATS) for service department field positions, ensuring candidate information is accurately entered, updated, and maintained, as required.
Screen incoming applications to verify minimum qualifications and route candidates to appropriate hiring managers, as needed.
Assist with onboarding documentation, new hire processing, and benefits-related matters for service personnel, as required.
Maintain up-to-date training records, certifications, and personnel file documentation.
Maintain personnel files and coordinate with HR on background checks, drug screening, and other required verifications, as required.
Create work orders in CRM systems based on client requests and ensure accurate data entry.
Maintain job information throughout the service lifecycle, including updates required for billing and reporting.
Generate administrative reports for job costing, departmental KPIs, invoicing timelines, and service metrics.
Support communication between office staff and field personnel regarding administrative requirements.
Send and receive work orders, purchase orders, COIs, warranties, and other service-related documentation.
Provide customer service support for billing questions, document needs, and service request updates.
Communicate with vendors and subcontractors regarding documentation, invoices, and compliance requirements.
Demonstrate the ability to produce high-volume output while maintaining accuracy and attention to detail.
Assist with other administrative and service-related duties as assigned.
Other duties as assigned.