Client Intake & Administrative Coordinator

Visa Hunt; United States; On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Health & Wellness Coverage

13th Month Pay

Overtime Pay & Night Differential

Paid leave credits

Job summary

Outsource Access is offering a remote position focused on intake, dispatch, and project administration. You will ensure fast, professional communication with homeowners and business owners during emergencies, and maintain accurate records and schedules for field teams.

The role emphasizes meticulous attention to insurance standards, strong English communication, and proficiency with Google Workspace and CRM tools.

Qualifications

• Proactive and solution-oriented approach to ownership of tasks.
• High attention to detail to ensure insurance compliance.
• Clear written and verbal communication with distressed customers.
• Strong computer proficiency and ability to learn multiple systems quickly.
• Reliable home office with high-speed internet in a remote setting.

Responsibilities

• Own the first impression with calm, professional intake and dispatch.
• Audit project files and notes to ensure 100% compliance with standards.
• Maintain real-time CRM updates, schedules, and documentation.
• Assist with billing preparation and follow-ups to keep cash flow moving.

Skills

Proactive problem solver

Attention to detail

Strong English

Tech-savvy

Remote work setup

Tools

Google Workspace

QuickBooks

Xactimate

Dash CRM

Zoho

Job description

This is a remote position.

What We Do

At Outsource Access, we help property restoration and reconstruction professionals manage their project lifecycles seamlessly from the moment disaster strikes. We don't just answer phones and log files, we make sure that distressed property owners receive urgent help, field teams are dispatched instantly, and critical insurance compliance documentation is flawless so that projects remain profitable and revenue is secured.

How You’ll Make a Difference

• Owning the First Impression: You will be the calm, reassuring, and highly professional voice on the other side of the phone when homeowners and business owners face property emergencies, executing seamless intake and immediate dispatching.

• Guarding the Bottom Line: You will run daily, meticulous audits of project files, notes, and photos to ensure 100% compliance with insurance standards, catching errors before they lead to revenue loss.

• Driving Project Momentum: You will act as the central operational hub, maintaining real-time CRM updates, keeping schedules tight, and proactively chasing down missing documentation from field teams and project managers.

• Closing the Financial Loop: You will assist with precise billing preparation and run respectful, assertive follow-ups on invoices and payment statuses to keep cash flow moving smoothly.

Requirements

Is This You?

• A Proactive Problem Solver: You don't sit back and wait to be told what to do, nor do you **escalate** every minor obstacle. You take complete ownership, anticipate administrative bottlenecks, and actively seek out solutions.

• Meticulous and Accurate: You possess a sharp eye for detail. You understand that in the property restoration world, a missing photo or incomplete report can cost thousands of dollars in insurance reimbursements, and you refuse to let things slip through the cracks.

• An Elite Communicator: You possess excellent written and verbal English skills, enabling you to communicate clearly with field teams and navigate conversations with distressed customers with empathy and professionalism.

• Tech-Savvy: You boast strong computer proficiency with a typing speed of 60+ WPM and advanced Google Workspace experience. You learn complex processes quickly and can comfortably navigate multiple screens and systems like QuickBooks, Xactimate, Dash CRM, or Zoho simultaneously.

• Your Home Office: You have a reliable, high-speed internet connection, a distraction-free workspace, a dependable computer setup, and the grit to thrive in a high-accountability remote environment with a steep learning curve.

Benefits

Why You’ll Love Being Part of the OAmazing Team

You’re not just taking a job — you’re stepping into a role where your growth, security, and peace of mind actually matter. Here is the total package we’ve built for you:

Your Wellness & Security

• Health & Wellness — Covered: You get comprehensive HMO coverage with a top provider so you can focus on work without worrying about medical bills.
• Security for the “What Ifs”: Our Group Life Insurance benefit gives you added protection — because your future (and your family’s) deserves a safety net.
• Time to Recharge — Guilt-Free: We support your well-being with paid leave credits that allow you to rest, reset, and show up as your best self — at work and at home.
• Support You Can Count On: We take care of all government-mandated benefits, so everything is handled properly and on time.

Your Financial Rewards

• Performance Incentives: Bring results — and you’ll see it rewarded. Simple as that.
• Premium Pay: When you put in the time, we honor it. You receive Overtime Pay for extra miles and Night Differential for supporting the team during late hours.
• 13th Month Pay: A well-earned bonus to celebrate the results of your year’s effort.

Originally posted on Himalayas