Administrative Assistant / Collections

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