General Description
Admin - Service Assistant
Job brief
The Admin - Service Assistant located in Sarasota, Florida is responsible for the administrative duties of the office, providing staff assistance, monitoring the phone, and data entry / processing and billing.
Admin Responsibilities
Answering the main phone lines.
Assisting staff when needed.
Communicate with the in-house driver and help schedule deliveries.
Track inventory.
Document inventory returned from a project.
Document inventory being allocated to a project.
Check the mail daily.
Scan Invoices and send to corresponding person.
Order office supplies.
Vehicle Fleet maintenance record upkeep.
Provide weekly vehicle checks. This is done by the driver in our presence to ensure accuracy.
Schedule Repairs needed on vehicles.
UKG weekly payroll. / Help with inputting the field staff time into UKG for the prior week to ensure accounting receives time no later than every week on Monday morning.
Service Assistant
Assist in preparing service work orders for field crews.
Assist in filling out service work orders.
Log scheduled annual inspections and results onto shared spreadsheet.
Monitor accounts to identify outstanding debts
Investigate historical data for each debt or bill.
Find and contact clients to ask about their overdue payments.
Take actions to encourage timely debt payments.
Process payments and refunds.
Resolve billing and customer credit issues.
Update account status records and collection efforts.
Report on collection activity and accounts receivable status.
Perform duties not otherwise stated above as directed by Branch Manager/Service Manager.
Requirements and skills
Proven experience as a Collection Specialist or similar role
Knowledge of billing procedures and collection techniques
Familiarity with laws related to debt collection
Working knowledge of MS Office and databases
Patience and ability to manage stress
Excellent communication skills (written and oral)
Skilled in negotiation
Able to pass a background / drug screening
High school diploma required: Associate’s / Bachelor’s desired
Physical Demands
Ability to work more than 40 hours a week when required.