Service Admin

The Service Administrator is an integral member of the project team responsible for preparing all contractual documents for the company's vendors/subcontractors, negotiate complex terms and conditions, and pricing issues with new and existing customers on private and public works projects.

• Requires knowledge of construction contracts, contract management software and construction accounting (A/R, WIP) at a level normally acquired through five years or more experience providing such administrative support.

• The Service Administrator's role and responsibilities includes the following key activities:
• Primary duties include service management, job set up, change order management, billings, record keeping / filing and special projects.
• Provide customer service to internal and external customers.
• Review small contracts to execute. Review and execute contracts under 50K after sales/PM review and approval. Review booking package, issue insurance certificate, W-9's, enroll in OCIP, and all other documents required to fully execute contracts. File pre-lien notices and liens. Issue reverse letters of intent and other contract documents as required.
• Coordinate activities with Accounting and Operations team to make DFP a profitable company.
• Set up new jobs in Spectrum.
• Establish policy and procedures for contract and change order entry and tracking.
• Review and execute change orders after sales/PM review and approval for all change orders under 50K. Assist with and price change orders and submit to customers.
• Enter change orders (proposed, approved, executed) in Spectrum.
• Prepare and issue monthly billings and review with sales and/or Controller.
• Issue invoices as required.
• Review A/R aging for service contracts and review with Controller on a monthly basis and take action to address invoices that are greater than 90 days overdue.
• Provide "cost cards" to management at month-end to support the WIP update process.
• At month-end, receive and review Projected Cost at Completion for Service Contracts and enter into Spectrum. Coordinate closely with and assist Sales and Controller in this process to ensure CAC is accurate.
• Organize and maintain small contract files and correspondence.
• Work with appropriate personnel to secure and maintain office equipment and office supplies.
• Strive to be On Time, Correct and Complete with all responsibilities and perform responsibilities with a positive attitude for the best interests of the company.
• Perform additional duties as assigned.
  
  

• Background check, credit check, MVR and drug screen may be required (will vary by position).