JOB DESCRIPTION



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

• 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