Service Administrator

Legence • San Jose, CA

2d • $72,000 - $83,000 • Onsite

About The Position

Therma, a Legence company, is seeking a detail-oriented and organized Service Administrator for its San Jose, California office. This in-office role reviews and prepares completed jobs for invoicing, ensuring labor, material, and equipment charges are accurate and documented before jobs are released to the Billing Department. The Service Administrator works closely with technicians, project teams, customers, and the Billing Department in a fast-paced environment to help ensure the invoicing process runs smoothly.

The ideal candidate has strong analytical and problem-solving skills, excellent attention to detail, and the ability to prioritize, take direction, and work productively without supervision. A high school diploma or equivalent is required. An associate's or bachelor's degree in Business, Accounting, Finance, or a related field is preferred. Prior experience in billing, accounts receivable, project administration, or a related administrative role is preferred, ideally in construction or mechanical services.

Requirements

• High school diploma or equivalent.
• Strong attention to detail and accuracy.
• Good interpersonal abilities for working in a team environment.
• Excellent written and oral communication skills.
• Ability to prioritize and take direction.
• Strong analytical and problem-solving skills.
• Ability to self-motivate and work productively without supervision.
• Working knowledge of Microsoft Word, Excel, and PowerPoint.
• Proactive approach, self-starter, and takes initiative.
• Positive attitude and team-player approach.
• Current U.S. work authorization; visa sponsorship is not available.

Nice To Haves

• Associate's or bachelor's degree in Business, Accounting, Finance, or a related field.
• Prior experience in billing, accounts receivable, project administration, or a related administrative role, ideally within the construction or mechanical services industry.
• Experience with billing or job costing software.

Responsibilities

• Run reports to identify jobs ready to be priced.
• Update labor rates and types based on job site, technician department, date and time worked, and whether the customer has a preventive maintenance contract.
• Update material markups based on customer agreements.
• Enter equipment charges on jobs.
• Verify that each job is being invoiced to the correct customer.
• Request purchase orders from customers.
• Update job delivery addresses and add new locations to the system as needed.
• Ensure technicians provide a write-up for each job.
• Verify labor and materials have been charged to the correct job.
• Verify all costs have been charged to time-and-material jobs before releasing them to the Billing Department.
• Ensure contracts are entered accurately in the system before releasing jobs to the Billing Department.
• Verify purchase orders are received for the correct amounts.
• Respond to customer billing requests in a timely manner.
• Understand each customer's billing requirements.
• Work closely with technicians and the Billing Department to ensure the invoicing process runs smoothly.

Benefits

• 401(k) plan with company match: dollar-for-dollar up to 4% of eligible pay, with immediate vesting.
• Employer-provided medical, dental, vision, and prescription drug coverage.
• Employee Assistance Program and accident and illness coverage.
• Employer-provided basic life insurance and AD&D coverage valued at $50,000, with the option to buy additional coverage.
• Flexible non-accrual vacation, separate from California sick leave.
• Company holidays per policy.
• Business travel and related expenses reimbursed per company policy.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED