Construction Administrator

Company: Allied Fire Protection
Location: Carrollton
Posted on: November 7, 2024

Job Description:

CONSTRUCTION ADMINISTRATOR (INVOICING AND COLLECTIONS)JOB DESCRIPTION

Job Responsibilities include but are not limited to:

• Set up jobs in CE
• Send timesheets and expense reimbursement to payroll for all const., remodel and service techs
• Issue POs including DC
• Enter PO receipts and upload pick tickets to POs including DC
• Request missing invoices and packing slips from vendors including DC
• Invoice jobs in CE
• Send out invoices to customers
• Scan folders
• Filing
• Issue credits
• Customer service issues on invoices
• Research issues with POs from Accounts Payable
• Research issues from CollectionsReports:
  • Review bi-weekly active/inactive reports and make corrections as needed
  • Run monthly billing report and give to Managers as needed; also send full report at end of month to Corporate Services Manager
  • Run active report for meetings
  • Run active/inactive report once a week to make sure it is clean
  • Go over liens / notices report with Managers, call customer to help collect payment and make sure owner info is in CE for liens and notices to be sent.
  • Run job cost detail report for Managers, if needed
  • Run unposted freeform invoices report and unposted progress billings report to make sure all invoices are posted in CE
  • Run PO status report to see which pick tickets have not been received from field
  • Run committed cost report to investigate and clean up old cost on jobsAdditional Duties:
    • New hire orientation
    • Print checks as needed for per diem, permits, etc.
    • Notarize documents
    • Clean out refrigerator, as needed
    • Office maintenance (cleaning service, a/c service, trash service, etc.)
    • Answer phones - designated am or pm
    • Order office supplies
    • Lunch for meetings
      • Coordinate office functions
      • Help coordinate charity events for Dallas office
      • Backup for other Admin(s), as neededKnowledge:
        • High school diploma is required
        • Bachelor's Degree is preferred
          Work Experience:
          • Customer Service Experience
          • Purchasing and Purchase Order Experience
          • Familiar with/or use of "AIA" for construction billingSkills and Competencies:
            • Excellent written and verbal communication skills.
            • Ability to follow verbal and written instructions.
            • Detail oriented with excellent organization skills.
            • Ability to effectively utilize computers and software including Microsoft Office Suite, Computer Ease and other software required by the Company
            • Ability to maintain accurate and auditable records
            • Ability to work in a fast-paced service/construction team environment
            • Attention to detail with emphasis on accuracy and quality
            • Ability to prioritize work to balance multiple projects and deadlines
            • Familiar with/or use of "AIA" for construction billing Physical Requirements
              • 100% Office Setting, including sitting, some bending, walking and viewing.
                
                Compensation details: 18-25 Hourly Wage
                
                
                
                PI1797ef7c668b-37248-34920314

Keywords: Allied Fire Protection, Plano , Construction Administrator, Professions , Carrollton, Texas