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 Collections
Reports:
- 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 jobs
Additional 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 needed
Knowledge:
- 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 billing
Skills 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
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