Position Overview We are seeking a highly organized and detail-oriented Administrative & Billing Coordinator to support our operations, job file management, and billing processes. This role is critical in ensuring smooth communication between homeowners, insurance representatives, and internal teams while maintaining accurate documentation and timely invoicing. The ideal candidate is proactive, professional, and thrives in a fast-paced environment where accuracy and accountability are essential. Key Responsibilities Administrative Support Manage and maintain job files from start to completion Ensure all documentation is complete, accurate, and properly stored Coordinate scheduling between sales reps, project managers, homeowners, and adjusters Answer inbound calls and provide professional communication with clients and partners Track job progress and follow up on outstanding items Maintain a clean and inviting office for homeowners and sales staff Keep all documents printed and stocked in the office for sales use Billing & Invoicing Prepare and send invoices based on approved scopes and contracts Review insurance documents and settlements for billing accuracy (no interpretation or advising) Track payments, aging reports, and outstanding balances Assist with collecting payments in a professional and compliant manner Coordinate final billing, supplements, and closing documentation File Compliance & Documentation Ensure each file meets company and state compliance standards Confirm all required documents are signed and completed before billing Maintain organized digital and physical records Flag missing or incomplete documentation for follow-up Communication & Coordination Act as a point of contact for homeowners regarding file updates, scheduling, and billing Communicate with adjusters and third parties for status updates (non-advocacy role) Provide internal updates to management and sales teams on file status Communicate with the sales team to ensure updates are given on each file Qualifications Strong organizational and multitasking skills High attention to detail and accuracy Professional communication skills (phone, email, in-person) Experience with invoicing systems, CRMs, or project management software Ability to handle sensitive information with discretion Preferred Experience Experience working with retail and insurance-related restoration or roofing files Familiarity with Xactimate or supplements (Support only) Understanding of invoicing 2+ years of administrative, billing, or office coordination experience (construction or roofing preferred) What We're Looking For Reliable and accountable team player Strong follow-through—does not let tasks fall through the cracks Comfortable working in a process-driven environment Problem-solver who can prioritize tasks efficiently Ability to hold themselves accountable when working alone

•Please note this is a part time role

Pay:

$18.00 - $20.00 per hour

Benefits:

Paid time off

Work Location:

In person