Administrative Assistant - HRS

HRS is a full-service property damage restoration, roofing, and abatement company and a subsidiary of Haselden Construction. We provide a collaborative, fast-paced work environment where team members are supported in developing their skills, growing their careers, and delivering exceptional service to our clients. Our extensive benefits program, dynamic team atmosphere and strong core values help create the best environment for our staff and the best service for our clients.

Company Benefits:

· Medical, Dental and Vision Insurance

· Health Savings Account

· Flexible Savings Account

· Basic Life & AD&D

· 401K Plan

· Paid Time Off

· Short Term Disability

· Annual Team Member Bonus

· Employee Assistance Program

· FMLA

Position Summary

The Administrative Assistant provides essential administrative, operational, and customer service support to HRS Restoration Services. This position supports daily office operations, customer invoicing, accounts receivable, project documentation, lead management, and communication between customers, field personnel, project leadership, and accounting.

The successful candidate must be highly organized, detail-oriented, dependable, and capable of working independently in a fast-paced, emergency-response environment. This position requires initiative, accountability, and the ability to anticipate needs, prioritize responsibilities, and consistently follow through on assigned tasks.

Job Responsibilities

Accounts Receivable & Financial Administration

· 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.

Project Administration & Documentation

· 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.

Customer Service & Lead Management

· 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.

Vendor & Subcontractor Administration

· 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.

Office Administration & Operational Support

· Prepare and distribute company production, administrative, and operational reports as directed.

· Maintain office inventory, supplies, and marketing materials, obtaining approvals when required.

· Assist with scheduling meetings, managing calendars, and coordinating appointments.

· Organize company events, meetings, and staff lunches as requested.

· Provide administrative assistance to Project Coordinators, Project Managers, Project Directors, and company leadership.

· Assist with processing and communicating customer payment information in accordance with company security and payment procedures.

· Maintain accurate records, organized filing systems, and confidential company information.

Accountability, Initiative & Professional Development

· Independently manage assigned responsibilities and complete tasks accurately and within established deadlines.

· Demonstrate initiative by identifying outstanding work, anticipating administrative needs, and proactively following through.

· Prioritize daily responsibilities while adapting to changing operational demands and emergency situations.

· Communicate regularly with team members and leadership regarding outstanding tasks, concerns, and administrative needs.

· Identify opportunities to improve office procedures, communication, organization, and operational efficiency.

· Maintain professionalism, dependability, and accountability in all assigned responsibilities.

· Actively participate in training and professional development to improve job performance and expand knowledge of restoration operations.

Job Qualifications

Required Qualifications

· 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.

· Experience managing high-volume calls, customer inquiries, and administrative workflows.

· Ability to maintain accurate records and handle confidential information appropriately.

· Strong problem-solving skills, adaptability, and willingness to learn new systems and procedures.

Preferred Qualifications

· Associate's or bachelor's degree in business administration or a related field.

· Previous administrative experience in restoration, construction, insurance, property management, or a related industry.

· Experience with customer invoicing, accounts receivable, and payment collections.

· Familiarity with Vista, HubSpot, CallRail, or comparable CRM and accounting systems.

· Understanding of emergency response operations, dispatch coordination, and restoration industry terminology.

· Experience with vendor and subcontractor documentation, project records, and administrative reporting.

Pay: The pay range for this position is $24.00 - $28.00 per hour. The pay is to be determined by education, experience, knowledge, skills, abilities, and location where job is performed. HRS does not discriminate based upon any protected category with respect to the payment of wages.