Project & Service Administrator

Position Identification

Non-Exempt

Reports to:

President

The Project & Service Administrator will provide comprehensive administrative support to all departments regarding the day-to-day operations of the operating unit. This position will serve as a resource for the President, by providing information, answering questions and assisting with administrative tasks and projects as needed.

• Support a service culture where customer service and business development are a priority, including prompt handling of customer inquiries and issues.
• Plan, organize, and establish service administrative process for call in-take, service ticket dispatch, receiving information from field and communicating to customers.
• Review crew documentation of repairs daily to ensure proper repairs were made & safety procedures followed.
• Ensure the work from the previous day is complete; check hours, description of work, code details, pictures, & correct job numbers; check the job site for completion, proper repairs, and clean up.
• Code receipts and proof of delivery slips with appropriate purchase order numbers and service ticket numbers. Turn receipts into office administration.
• Support the service technicians with their paperwork, customer details, timesheets, etc.
• Communicate completion of repairs and outstanding issues to customer.
• Invoice timely and supply support documentation for invoices to customers.
• Work with accounting to complete new customer credit application, set up new customers, and set up new vendors.
• Work with accounting to support outstanding customer collections issues such as unpaid customer invoices.
• Create purchase orders prior to placing orders.
• Assist with service project permits, inspections, close out documents and warranties.
• Assist with reports for service sales, service tickets, service projects, etc.

• Assist the Accounting & Office Manager with the contents of the Job File to include contract, checklists, pre-and post-job inspection reports, warranties, etc.
• Coordinate request for proposal’s with account managers and operating unit presidents to ensure proposal deadlines are met.
• Assist in updating and creating proposals based on Tecta’s offerings and roofing specifications.
• Gather pricing breakdowns, proposals and get approval from account managers.
• Ensure contracts and agreements are signed prior to issuing Purchase Orders.
• Order any aerial photography and slope surveys as required.
• Contract review
• Order Certificates of Insurance for projects and customers per request.
• Work with Project Manager to complete the close out package to facilitate the release of the retainage payment.

• Associate’s degree or equivalent experience
• Problem Solving Ability with the ability to develop professional working relationships
• Proficiency with Microsoft Excel or other spreadsheet program, including strong analytical abilities
• Documentation Skills
• Superior Listening and Communications Skills
• Ability to speak, read and comprehend instructions, short correspondence and policy documents, as well as converse comfortably with associates.
• Customer Service

• Knowledge of business and management principles
• Understanding CRM and Microsoft Analytics
• Preferred candidate must be able to multitask in a fast-paced environment
• Construction and roofing industry experience is a plus

• Superb communication skills
• Good problem-solving skills
• Sound judgment and ability to make decisions
• Well organized and able to manage time effectively
• Extreme attention to detail and high level of accuracy
• Willingness to learn
• Teamwork and collaboration

• Compliance with workplace policies and procedures for risk identification, risk assessment and risk control
• Active participation in activities associated with the management of workplace health and safety
• Identification and reporting of health and safety risks, accidents, incidents, injuries and property damage at the workplace

Physical surroundings:
Office environment with typical office machines and exposure to noise and temperature.

Physical Effort:
Extensive sitting, standing, walking. Repetitive keying, typing. Occasional lifting not to exceed 25 pounds.

Travel:
On occasion.

Hours:

Not subject to overtime.