Administrative Specialist: Restoration & Project Support

HRS Colorado, LLC; Centennial (CO); Presencial; USD 33.000 - 39.000; Jornada completa

Ventajas ofrecidas por este puesto de trabajo

Medical, Dental and Vision Insurance

Health Savings Account

Flexible Savings Account

Basic Life & AD&D

Short Term Disability

Employee Assistance Program

Descripción de la vacante

HRS Colorado, LLC is seeking an Administrative Assistant to provide essential administrative, operational, and customer service support in a fast-paced restoration setting. You will handle invoicing, AR, project documentation, and lead management while coordinating with customers, field teams, and accounting.

The role requires high organization, reliability, and the ability to work independently in emergencies.

Formación

• High school diploma or equivalent.
• Minimum of three years of administrative, office coordination, or related customer service experience.
• Strong organizational skills, attention to detail, and ability to manage competing priorities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Excel, Outlook, Word, and general office technology.
• Ability to work independently, demonstrate initiative, and complete assignments with minimal supervision.
• Strong customer service skills, including the ability to communicate compassionately and professionally with customers experiencing emergencies.

Responsabilidades

• Manage customer invoicing, invoice distribution, and accounts receivable follow-up.
• Monitor outstanding balances and distribute payment reminders, including 30-, 60-, and 90-day notices.
• Document collection efforts and communicate unresolved balances or payment issues to project leadership and accounting.
• Ensure invoices include accurate payment instructions, online payment links, and QR codes as required.
• Assist accounting with accounts payable documentation, filing, and recordkeeping.
• Coordinate with accounting to resolve billing discrepancies and maintain accurate financial records.
• Establish new projects in the company CRM and Vista accounting system.
• Maintain accurate and organized project files, contracts, customer information, and supporting documentation.
• Assist Project Managers and Project Directors with project documentation and administrative requirements.
• Track outstanding work authorizations, contracts, vendor documents, and project-related paperwork.
• Maintain and update work-in-progress (WIP) information and production reports.
• Assist with administrative project closeout, including verification of required documentation and billing status.
• Ensure consistency and accuracy of information across company systems and shared drives.
• Answer, screen, and direct incoming calls, emails, and website inquiries promptly and professionally.
• Manage the main company phone line during assigned business hours.
• Provide compassionate and reassuring communication to customers experiencing property damage or emergencies.
• Collect and accurately document customer information, emergency details, insurance information, and project requirements.
• Evaluate incoming leads based on urgency, service area, and company capabilities, escalating or routing inquiries appropriately.
• Coordinate emergency response notifications with Emergency Services, Abatement, and Repair department leadership.
• Maintain accurate call logs, lead tracking, and follow-up records in CallRail and HubSpot.
• Ensure customer inquiries and leads receive appropriate follow-up and are not overlooked.
• Assist with new vendor and subcontractor set up and required documentation.
• Request, collect, and track subcontractor agreements, certificates of insurance (COIs), W-9 forms, and other required documents.
• Monitor outstanding documentation and coordinate with appropriate personnel to ensure requirements are satisfied.
• Maintain professional relationships with vendors, subcontractors, and customers.

Conocimientos

Organizational skills

Customer service

Communication skills

Microsoft Excel

Independent work

Problem solving

Educación

High school diploma or equivalent

Associate's or bachelor's degree (preferred)

Herramientas

Vista

HubSpot

CallRail

Microsoft Excel

Microsoft Outlook

Microsoft Word

Descripción del empleo

HRS Colorado, LLC is seeking an Administrative Assistant to provide essential administrative, operational, and customer service support in a fast-paced restoration setting. You will handle invoicing, AR, project documentation, and lead management while coordinating with customers, field teams, and accounting.

The role requires high organization, reliability, and the ability to work independently in emergencies.