Service Administrator

Therma•San Jose, CA

2d•Onsite

About The Position

Therma is seeking a detail-oriented and organized Service Administrator for an in-office position in San Jose, California; remote work is unavailable. The role reviews and prepares completed jobs for invoicing, ensuring labor, material, and equipment charges are accurate and properly documented before jobs are released to the Billing Department. The Service Administrator works closely with technicians, project teams, customers, and the Billing Department to support a smooth invoicing process in a fast-paced environment.

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 attitude, and initiative.
Positive attitude and team-player approach.

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 in 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, the technician’s department, when the work was performed, and whether the customer has a preventive maintenance contract.
Apply 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 delivery addresses on jobs and add new locations to the system as needed.
Ensure technicians provide a write-up for each job.
Verify labor and materials are charged to the correct job.
Confirm all costs have been charged to time-and-material jobs before releasing them to the Billing Department.
Ensure contracts are entered accurately into the system before releasing jobs to the Billing Department.
Verify that 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.