Minimum:
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Location :
Denver, Colorado Job Type :
Full time Job Title :
Service Administrator - Patrol Coordinator Job Description :
General Purpose
Supports Colorado Service operations by combining service administration with coordination of the night patrol program. Performs customer setup, job creation, invoicing, commission processing, and records management while directing patrol coverage, reviewing inspection reports, and routing accurate service opportunities to the appropriate sales and operations employees. This position is based in the Denver office and coordinates nighttime field activity during regular office hours.
Essential Duties and Responsibilitie s
Service Administration
Establish and maintain customer records in the company’s customer relationship management system and related business systems; verify required customer, billing, and account information before processing work.
Create Time and Material jobs only on behalf of Custom Account Executives or the General Manager; Service Account Executives create their own T&M jobs. Create authorized maintenance, contract service, and quoted service jobs, including qualifying patrol findings covered by customer agreements.
Coordinate the flow of job information from initial customer contact through handoff to Service Operations; obtain missing documents and resolve administrative discrepancies.
Review completed maintenance and service jobs for complete documentation and verify that labor and materials have transferred correctly to the job order in the company’s accounting system before invoicing.
Prepare and send accurate invoices; respond to billing questions and coordinate payment issues with customers, account executives, and the appropriate accounting personnel.
Ensure 100% of required Service Agreement inspection reports are distributed to the appropriate customer contacts each quarter. Track distribution and follow up on missing reports or delivery issues until complete.
Apply company commission procedures; prepare commission tickets for approval and complete assigned sales volume and commission posting.
Maintain complete, accurate, and timely customer, contract, job, invoice, and commission records; provide routine administrative reports and customer service.
Patrol coordination and report review
Assign patrollers to geographic areas and maintain route schedules, maps, and waypoint records. Adjust coverage to reduce duplication, address gaps, and use patrol hours and mileage efficiently.
Review submitted patrol and inspection reports each workday for accurate addresses, photographs, outage descriptions, customer identification, and required information; correct records or return them for clarification.
Route approved patrol findings and inspection reports to the appropriate account executives, departments, or authorized customer contacts. Track unassigned reports and bring unresolved routing or follow-up issues to management.
Track patroller hours, mileage, attendance, route completion, and report activity; review submissions for accuracy and route exceptions and approvals through company procedures.
Serve as the primary office contact for patrollers. Communicate assignments and reporting standards, provide system and reporting training, and coordinate field training with designated experienced personnel.
Monitor report quality, coverage, and patrol results; provide routine feedback to patrollers and management. Escalate persistent performance, attendance, safety, or coverage concerns to the General Manager.
Maintain patrol records and prepare activity and sold-patrol summaries. Coordinate administrative processing of approved patrol incentives or commissions.
Authority and Working Relationships
Works daily with the General Manager, Service Operations, account executives, field employees, patrollers, and administrative and accounting personnel. Provides routine patrol assignments, training, and quality feedback. Hiring, termination, formal discipline,…