GENERAL PURPOSE OF THE JOB: The Project Administrator is responsible for managing all facets of a project's administrative duties for TremCare, TremSource and OLI. This includes managing payables, customer billings & receivables, field resource & customer communication. This individual displays a high degree of professionalism, organization and cooperation with customers, field and internal personnel. This position partners with the Sales Rep, Field Technicians and internal departments such as IT, Finance/Accounting, Sales, Accounts Payable, Credit and Product ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Set up orders and complete all required steps, including the review of job information, follow-up with sales representatives, verify information in SAP, set up equipment record(s), create inspection schedules, and calculate hours allowed per inspection
- Prepare quotes based on information provided by the Sales Representative
- Prepare TremCare Agreement, selecting the correct document based on what was sold
- Finalize: Verify all paperwork has been received, update SAP, assemble reps/customer's package, prepare necessary correspondence, and route to appropriate parties
- Handle TremCare orders running through General Contracting
- Handle any changes to document after issuance (including ownership changes)
- Review job margins, provide renewal pricing and process renewals
- Prepare accurate and specific customer invoices, enter vendor invoices, contracts, daily invoices, and track job progress
- Investigate and help resolve credit issues
- Provide Maintenance Plan/Service Order Assistance for Production Group as needed
- Implement process improvement, streamline formats, and help in designing/suggesting procedures to reduce redundant paperwork and data entry
- Develop and maintain effective working relationship with team members, managers and personnel in internal departments whose functions directly and indirectly impact the service level to customers
- Act as liaison with accounting, field resources, sales force and contractors assisting with questions pertaining to various services
- Develop and maintain effective working relationship with team members, managers and personnel in internal departments whose functions directly and indirectly impact the service level to customers
- Build strong relationships with sales force, vendors, contractors and customers through professional demeanor, and timely and accurate handling of daily administrative duties that impact these persons
- Learn and understand services provided
- Create Leak Repair Service Orders, log information into Dispatch System and prepare billings
EDUCATION: Associates degree preferred, or must have equivalent work experience EXPERIENCE: Must have at least three years prior experience in a similar role involving customer service and/or admin support function in a sales or technical field environment. Prior experience with billing, A/R, A/P functions required. Must have experience in a fast-paced office environment. OTHER SKILLS AND ABILITIES:
- Ability to manage multiple priorities, effective Team Player, self motivated, quick learner
- Exceptional organization skills
- Strong data entry skills
- Ability to anticipate and identify problems and strong initiative in problem solving
- Superior communication skills with the ability to read, write and communicate fluently in English
- High degree of flexibility requiring excellent customer service skills and orientation
- Proficient in spreadsheet, word processing and database necessary
- Knowledge of SAP a plus
Qualified applicants will receive consideration for employment without regard to their race, color, religion, national origin, sex, sexual orientation, gender identity, protected veteran status or disability.
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