INSPECTIONS ADMINISTRATOR JOB DESCRIPTION Job Responsibilities include but are not limited to: • Set up jobs in Service Trade • National Accounts Coordinator for specific Service customers- supporting with billing and direct support • Monitor credit approval as required (run DNB and check payment history in Sage/Service Trade) • Create Electronic and Hard Folder • Process Reminders every month • Prep Contract jobs before being sent to contract admin • Issue POs • Enter PO receipts and upload pick tickets to POs • Request missing invoices and packing slips from vendors • Process reports when returned from inspection superintendent (make sure all information is on report and that all report types are turned in) • Invoice jobs in Sage/Service Trade • Send out invoices to customers • Scan paperwork to put in Electronic folder • Filing • Backflow reporting to cities and jurisdictions (portals, email, mail original) • Inspector BF license maintenance in portals / cities • Issue credits • Customer service issues on invoices • Research issues with POs from Accounts Payable • Research issues from Collections • Research & verify under/over or duplicate payments and report back to accounting • Update billing notes weekly Reports: • Run monthly billing report for PI / PAI and give to Managers as needed; also send full report at end of month to Managers and Partners • Run active report for meetings • Run active/inactive report once a week to make sure it is clean • Run Unposted Freeform and AIA report 2x a month to make sure it is cleaned up • Go over liens / notices report with Managers 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 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: • 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