Job Title: Administrative Assistant / Collections Coordinator
Position Summary
We are seeking a detail-oriented Administrative Assistant / Collections Coordinator to support our office operations and accounts receivable process. This role requires prior experience in restoration or construction, as well as strong organizational, communication, and follow-up skills. The ideal candidate is proactive, reliable, and comfortable working in a fast-paced environment.
Key Responsibilities
Administrative Support
- Provide general administrative support to management and project teams
- Answer and route incoming calls and emails professionally
- Maintain organized digital and physical filing systems
- Prepare documents, reports, and correspondence as needed
- Coordinate schedules, meetings, and project documentation
Collections & Accounts Receivable
- Monitor accounts receivable and follow up on outstanding invoices
- Communicate professionally with customers, adjusters, and vendors regarding payment status
- Send invoices, statements, and collection notices in a timely manner
- Assist with lien documentation and collection-related reporting, as applicable
- Maintain accurate records of collection efforts and payment agreements
Industry-Specific Support
- Work with project managers on job files related to restoration or construction projects
- Assist with insurance documentation, job costing, and compliance paperwork
- Understand billing processes, timelines, and terminology specific to restoration or construction
Qualifications
- Previous experience in restoration or construction (required)
- Experience in administrative support and/or collections or accounts receivable
- Strong attention to detail and organizational skills
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office (Word, Excel, Outlook); experience with industry software a plus
- Ability to manage multiple priorities and meet deadlines
Preferred Skills
- Familiarity with insurance claims, TPA portals, or construction billing
- Knowledge of lien laws or collections processes (preferred, not required)
- Customer-service oriented with a firm but professional approach to collections
Work Environment
- Office-based role supporting restoration or construction operations
- Fast-paced environment requiring flexibility and strong follow-through
All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance.