Office Assistance/Bookkeeping - Yonkers, NY

Position Summary

The Service Account Administrator – Service Operations is responsible for supporting the administrative functions of commercial service and maintenance projects throughout the State of New York. This role serves as a key administrative resource to the Vice President, Service Director, and Service Managers, ensuring accurate contract administration, project documentation, customer account management, CRM administration, work order management, warranty administration, invoicing support, collections follow-up, and data integrity across multiple software platforms.

Contract Administration & Project Documentation

• Administer service contracts, maintenance agreements, purchase orders, work authorizations, and customer-specific contract requirements.
• Review customer contracts and service agreements for administrative compliance and documentation requirements.
• Track contract terms, renewal dates, billing requirements, insurance requirements, and customer-specific documentation obligations.
• Maintain contract files and ensure proper execution, storage, and accessibility of project records.
• Clock in and distribute customer-required documents including certificates of insurance, W-9s, safety documentation, lien waivers, and closeout packages.
• Aid in notice requirements, change documentation, and service-related contract correspondence.
• Track customer-specific compliance requirements and documentation deliverables.

Service Project Administration

• Create and maintain service work orders, project records, and customer accounts within company software systems.
• Support administrative activities associated with preventive maintenance programs, repair projects, emergency service work, leak investigations, warranty repairs, and capital replacement projects.
• Monitor project documentation through all phases of service work from initiation to closeout.
• Maintain accurate records of work orders, proposals, service authorizations, customer approvals, and project status updates.
• Clock in project documentation between service managers, customers, accounting, and other internal departments.
• Ensure project records are complete and properly documented prior to invoicing.

Warranty Administration

• Manage warranty registration, tracking, and documentation for completed service and repair projects.
• Coordinate manufacturer warranty claims and warranty service requests.
• Review warranty eligibility and assist in processing warranty-related documentation.
• Track warranty expiration dates and support customer warranty inquiries.
• Clock in with manufacturers, vendors, service managers, and customers regarding warranty-related issues.
• Ensure warranty closeout documentation is complete and properly archived.

CRM & Software Administration

• Create and maintain customer accounts, locations, contacts, service agreements, and project records within CRM and service management platforms.
• Enter, update, audit, and validate customer, project, and service-related information across multiple systems.
• Support CRM data integrity initiatives and process improvements.
• Assist with migration, cleanup, and validation of historical customer and project data.
• Participate in ongoing transition efforts from Salesforce to Jobba.
• Assist with legacy data review and transfer activities involving Data forma and Salesforce records.
• Assist with software implementation initiatives, testing, workflow development, and process standardization.
• Generate reports and dashboards to support operational and management decision-making.

Customer Service & Account Management

• Serve as an administrative point of contact for customers regarding service requests, documentation, billing inquiries, warranties, and project records.
• Provide professional and timely communication with customers via phone and email.
• Follow up with customers regarding completed service work, outstanding documentation, approvals, warranty matters, and invoicing.
• Assist in resolving administrative issues that may impact customer satisfaction.

Billing, Invoicing & Collections

• Prepare and process customer invoices accurately and timely in accordance with contract requirements.
• Verify billing compliance with customer purchase orders, contract terms, and invoicing requirements.
• Clock in with Service Managers and Accounting to resolve billing discrepancies and documentation deficiencies.
• Aid in accounts receivable follow-up and collection activities.
• Monitor aging reports and communicate with customers regarding outstanding balances.
• Maintain detailed records of collection activities and customer communications.
• Support month-end billing and revenue reporting activities.