Inspections Administrator

Responsibilities

• 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 purchase orders (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 (ensure all information is on report and that all report types are turned in)
• Invoice jobs in Sage/Service Trade and send invoices to customers
• Scan paperwork to put in Electronic folder
• File Backflow reporting to cities and jurisdictions (portals, email, mail original)
• Maintain Inspector BF license in portals / cities
• Issue credits
• Handle 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
• Run monthly billing report for PI / PAI and distribute 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 ensure it is clean
• Run Unposted Freeform and AIA report twice a month to ensure it is cleaned up
• Review liens / notices report with Managers and ensure 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
• Provide backup for other admin(s) as needed

Knowledge

• High school diploma (required)
• Bachelor’s degree (preferred)

Work Experience

• Customer service experience
• Purchasing and purchase order experience
• Familiarity with “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
• Proficient with computers and software, including Microsoft Office Suite, Computer Ease, and other company‑required applications
• Ability to maintain accurate and auditable records
• Ability to work in a fast‑paced service/construction team environment
• Strong attention to detail with emphasis on accuracy and quality
• Ability to prioritize work and balance multiple projects and deadlines
• Familiarity with “AIA” for construction billing

Physical Requirements

100% office setting, including sitting, some bending, walking, and viewing.