Office Support Specialist – Experienced Administrative Focus

ASPEN CONTRACTING; Lee's Summit (MO); On-site; USD 25,000 - 28,000; Full time

Benefits offered by this job

Weekly pay

Healthcare benefits after 60 days

401(k) eligibility after one year

Paid Time Off

Stable, full-time employment

Opportunities for career growth

Job summary

Aspen Contracting is seeking an organized Office Support Specialist to join our National Headquarters in Lee’s Summit, MO. This in-person role supports customer records, documentation, invoicing, and coordination across departments.

You’ll manage high-volume calls and emails, maintain accurate customer and job records, and enter information into company systems. Experience in administrative support and data entry is preferred; roofing or construction experience is a plus.

Qualifications

• Previous experience in administrative support, office administration, office coordination, operations support, or a similar role.
• Strong proficiency with Microsoft Word, Excel, Outlook, and email.
• Strong attention to detail and accuracy.
• Excellent organizational and multitasking skills.
• Ability to manage multiple priorities and deadlines without losing track of details.
• Strong written and verbal communication skills.
• Strong follow-through and accountability.
• Ability to identify problems, research information, and determine appropriate next steps.
• Comfortable working with confidential or customer-related information.
• Ability to learn new systems, processes, and terminology quickly.
• Comfortable working independently while also collaborating closely with a team.

Responsibilities

• Manage high-volume incoming and outgoing phone calls and emails
• Maintain accurate customer and job records
• Enter and update information in company systems and databases
• Review and maintain customer files, job documentation, and administrative records
• Prepare and process invoices, customer paperwork, and internal documentation
• Create and send invoices to customers and insurance companies
• Prepare and send mortgage endorsement packets
• Follow up with customers, insurance companies, mortgage companies, and other parties
• Track outstanding information, documentation, and follow-up items
• Review paperwork for accuracy and identify missing or inconsistent information
• Process administrative forms and internal documentation
• Communicate with multiple departments to keep projects moving forward
• Research and resolve routine documentation or file discrepancies
• Assist with new location setup and other administrative projects as needed

Skills

Microsoft Word

Microsoft Excel

Microsoft Outlook

Email

Tools

CRM systems

ERP systems

Job description

Office Support Specialist – Experienced Administrative Focus

Department: Office Support

Employment Type: Full Time

Location: NHQ

Reporting To: Shannon Danforth

Compensation: $18.00 - $20.00 / hour

Description

Location: National Headquarters – Lee’s Summit, MO (In Person)

Pay: $18.00–$20.00/hour (based on experience)

Schedule: Tuesday–Saturday | 9:00 AM–6:00 PM

Full-Time | W-2

Aspen Contracting is looking for an organized, detail-oriented Office Support Specialist to join our National Headquarters team.

This position is a strong fit for someone who already has experience in administrative support, office operations, customer records, data entry, documentation, invoicing, insurance-related paperwork, claims processing, or other detail-oriented administrative work.

You’ll be supporting customer and job files, communicating with customers and insurance and mortgage companies, processing documentation, preparing invoices and paperwork, and coordinating with multiple departments to keep projects moving.

Experience in roofing, construction, restoration, insurance, property claims, or a similar industry is a plus. We can train you on Aspen’s specific processes and systems, but we are looking for someone who is already comfortable working in an office environment and understands the importance of accuracy, organization, follow-through, and deadlines.

Our office is collaborative, fast-paced, and highly organized. Team members communicate frequently, support one another, and take ownership of their work to keep projects moving efficiently.

What You’ll Do

• Manage high-volume incoming and outgoing phone calls and emails
• Maintain accurate customer and job records
• Enter and update information in company systems and databases
• Review and maintain customer files, job documentation, and administrative records
• Prepare and process invoices, customer paperwork, and internal documentation
• Create and send invoices to customers and insurance companies
• Prepare and send mortgage endorsement packets
• Follow up with customers, insurance companies, mortgage companies, and other parties
• Track outstanding information, documentation, and follow-up items
• Review paperwork for accuracy and identify missing or inconsistent information
• Process administrative forms and internal documentation
• Communicate with multiple departments to keep projects moving forward
• Research and resolve routine documentation or file discrepancies
• Assist with new location setup and other administrative projects as needed

• Previous experience in administrative support, office administration, office coordination, operations support, or a similar role
• Experience working with customer records, job files, documentation, data entry, or file management
• Strong proficiency with Microsoft Word, Excel, Outlook, and email
• Strong attention to detail and accuracy
• Excellent organizational and multitasking skills
• Ability to manage multiple priorities and deadlines without losing track of details
• Strong written and verbal communication skills
• Strong follow-through and accountability
• Ability to identify problems, research information, and determine appropriate next steps
• Comfortable working with confidential or customer-related information
• Ability to learn new systems, processes, and terminology quickly
• Comfortable working independently while also collaborating closely with a team

Experience That’s a Plus

• Roofing or construction
• Insurance or property claims
• Restoration
• Insurance documentation
• Claims processing
• Mortgage or lien documentation
• Invoicing or billing
• Accounts receivable / accounts payable
• Customer or job file management
• Project or operations coordination
• Property management
• Contractor or construction office administration
• CRM or ERP systems
• High-volume administrative or customer service environments

You do not need to already know Aspen’s specific systems or processes.

However, this position is best suited for someone who already understands administrative work, documentation, organization, customer communication, and follow-through.

We’ll train you on Aspen’s processes, systems, and industry-specific terminology. We’re looking for someone who can take that training and apply it quickly and independently.

What We Offer

• $18.00–$20.00/hour (DOE)
• Weekly pay
• Healthcare benefits after 60 days
• 401(k) eligibility after one year
• Paid Time Off
• Stable, full-time employment
• Opportunities for career growth