Customer Service Administrator

Job summary

The Customer Service Administrator is responsible for managing the service invoicing process, including invoice creation, submission, and portal entries. They also provide administrative support to the service operations team and assist with parts inventory control and front desk coverage.

Job details

Company Description Thank you so much for considering our company in your career search! Classic Fire + Life Safety is a leader in the fire protection and life safety industry because of our talented, knowledgeable, and motivated staff. We know that it is our people who make the difference, and we are looking to grow our team of passionate professionals. Interested in joining us? Our goal is to partner with our customers, to ensure their building, and the people in them are safe, from new building construction activities, modernization activities, and demand for system upgrades, through to preventative maintenance and service. Why join the Classic team? CFLS is a caring company who values our staff. CFLS is local and is part of the community. CFLS is a full-service fire protection contractor. A great working environment with opportunities for career advancement. Supportive, people-first culture focused on performance Comprehensive Group benefits. Educational assistance program. Employee referral bonus program. Meaningful work in a life safety-driven industry Job Description The Customer Service Administrator is motivated, and knowledgeable in the fire protection and life safety industry, with a strong administrative focus to support the company’s Service back-end operations. The Customer Service Administrator will be responsible for owning the invoicing process of the Service Operations cycle. This position will require an ability to work effectively with other team members such as Service Coordinators, Service Sales Executives, Service Supervisor, accounting Team, and customers. The Customer Service Administrator will support service delivery back-end administrative functions and provide quality control support to ensure accurate and complete creation and distribution of invoices. This job description is to be used as a guideline only and may not incorporate all functions of the job. Tasks & Responsibilities: Own the Service Invoicing function from invoice creation o submission Work from “Completed Jobs” report generated from Service Trade daily Review completed jobs for accuracy, information; reaching back to Service Coordinators if needed Generate invoice ensuring billing notes, customer PO’s, transaction date, bill-to etc. are correct Send invoice in proper format; Service Trade link, outside email, portal submission etc. Own Invoicing Portal entries, ensuring invoices are properly uploaded for payment Be first point of contact for rejected / disputed invoices, and escalating as required Assist with parts inventory control management Providing back-up support to Reception/front desk, including phone coverage Other tasks and duties as required by the Service Operations Manager Qualifications: Minimum 3 years’ experience in administrative support position Working knowledge of Fire & Life Safety Codes, Standards and System would be considered an asset Strong attention to details and record keeping focus to ensure quality of invoice submission Able to process documentation and understand completeness formatting and consistency requirements Understanding and ability to work with enterprise-wide systems and applications Good interpersonal skills with staff and customers, and a willingness to work as a Team Efficient and comfortable with technology and software applications Working knowledge of Service Processes and Reporting requirements We thank all applicants who apply, but only those candidates who meet the above qualifications will be contacted for an interview.

What you’ll do

The Customer Service Administrator is responsible for managing the service invoicing process, including invoice creation, submission, and portal entries. They also provide administrative support to the service operations team and assist with parts inventory control and front desk coverage.

Requirements

Candidates must have a minimum of 3 years of experience in an administrative support role. Proficiency in enterprise-wide systems and strong attention to detail regarding documentation and invoicing standards are required.

Benefits

• Comprehensive Group benefits • Educational assistance program • Employee referral bonus program

Listed skills

• Customer service · Preferred
• Administrative Support · Preferred
• Attention to detail · Preferred
• record keeping · Preferred
• Quality Control · Preferred
• Communication · Preferred
• Reporting · Preferred
• Data entry · Preferred
• Billing · Preferred
• Inventory management · Preferred
• invoicing · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Invoicing
• Administrative support
• Data entry
• Quality control
• Record keeping
• Inventory management
• Customer service
• Communication
• Attention to detail
• Software proficiency
• Fire protection industry knowledge
• Billing
• Reporting
• Fire Protection
• Administrative Support
• Record Keeping
• Service Operations
• Administrative Functions
• Accounting
• Construction
• Management
• Customer Service
• Sales
• Interpersonal Communications
• Inventory Control Systems
• Life Safety Codes
• Operations
• Quality Control
• Teamwork
• Detail Oriented

Job areas

• Administrative
• Customer Service & Support
• Security & Safety
• Finance & Accounting
• Customer Service Administrator
• Customer Service Supervisor
• Sales and Marketing Managers
• First-Line Supervisors of Office and Administrative Support Workers