Service Administrator - Patrol Coordinator

Minimum:

Maximum:

# 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, compensation changes, and exceptions to policy remain with authorized management. Pricing, technical scope, credit decisions, and field scheduling follow established approval procedures.

Additional Duties and Scope

Answers calls and performs other related office duties as assigned. Estimate preparation and Service Agreement renewals are outside this position’s responsibilities. This position does not provide continuous after-hours availability; urgent nighttime issues follow a management-designated escalation process. This is a newly established position. Responsibilities, processes, and priorities may evolve as the role develops and business needs change. Management will communicate changes and review workload, training needs, and expectations with the employee.

Training and Qualifications

High school diploma or GED and relevant administrative, customer service, or service operations experience, or an equivalent combination of education, training, and experience. Experience coordinating employees or work assignments is preferred.

Valid driver’s license and a clean driving record. A motor vehicle record (MVR) will be requested for review.

Proficiency with word processing, spreadsheets, email, and customer, accounting, and order-processing systems; ability to learn and use the company’s internal customer relationship management and accounting systems.

Ability to organize competing deadlines, review records accurately, interpret maps and route information, and communicate clear instructions and professional correspondence.

Ability to apply company procedures, maintain confidential information, resolve routine customer and employee questions, and recognize matters requiring management review.

Work Environment and Physical Requirements

Work is performed in the Denver office and involves computer use, reviewing documents and photographs, telephone and electronic communication, and ordinary movement within the office. The employee must be able to perform the essential functions with or without reasonable accommodation.

Performance Expectations

Success is measured by timely and accurate invoicing and job processing, current administrative records, daily review and routing of patrol reports, 100% quarterly distribution of required Service Agreement inspection reports, complete coverage records, accurate time and mileage submissions, and prompt escalation of unresolved issues. Management establishes priorities and monitors workload to keep the combined responsibilities achievable within the assigned schedule.

We maintain a drug-free workplace. We do test for marijuana. Young Electric Sign Company is an EEO/AA employer. We welcome all qualified job seekers. Jobseekers will receive fair and impartial consideration without regard to race, sex, color, religion, national origin, age, disability, veteran status, genetic data, religion or another legally protected status.