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.