Accounts Receivable & Office Coordinator

Guardian Restoration•Schaumburg, IL

1d•$55,000 - $65,000•Hybrid

About The Position

Guardian Restoration Partners is seeking a highly organized, resourceful, and proactive Accounts Receivable & Office Coordinator to support its growing business operations in the Midwest. This role is crucial for ensuring smooth team operations by managing accounts receivable, collections, customer service, and administrative tasks. The ideal candidate thrives in a fast-paced environment, enjoys balancing various responsibilities, and takes pride in creating structure for business scaling. This position plays a central role in supporting operations through effective AR management, collections, customer service, and administrative support, ensuring timely collection of outstanding balances and delivering exceptional customer service. The role involves close collaboration with local leaders and regional partners to ensure critical business processes are completed accurately and efficiently. It's an excellent opportunity for someone who enjoys variety, can adapt to shifting priorities, and wants to make a meaningful impact in a growing organization.

Requirements

3+ years of experience in accounts receivable/collections and office administration, customer service, or a related role.
Experience supporting multiple business functions, such as payroll, employee administration, customer service, and compliance.
Experience with accounting software, ERP systems, CRM platforms, or job management software; exposure to specifically Sage, Ramp, or Albi is a plus.
Proficiency in Microsoft Office Suite, particularly Excel.
Proven ability to organize, prioritize, and manage multiple tasks and competing deadlines in a fast-paced environment.
Strong attention to detail and problem-solving skills, with the ability to identify issues, evaluate options, and implement effective solutions.
Excellent verbal and written communication and interpersonal skills.
Ability to work independently and manage competing priorities.

Nice To Haves

Experience in restoration, construction, property services, or related industries.
Experience with accounting software, ERP systems, CRM platforms, or job management software.
Familiarity with insurance-related billing and collections processes.
Associate degree or equivalent work experience.

Responsibilities

Monitor accounts receivable aging reports and follow up on outstanding customer balances.
Contact customers regarding past-due invoices and secure payment commitments.
Process customer payments and maintain accurate account records.
Research and resolve billing discrepancies, payment issues, and account questions.
Maintain detailed documentation of collection activities and customer communications.
Collaborate with project managers and leadership to support collection efforts and account resolution.
Assist with month-end reporting and accounts receivable reconciliation activities.
Serve as a primary point of contact for customer billing and account inquiries.
Answer incoming calls and direct inquiries appropriately.
Assist with dispatch coordination and scheduling support for operational teams.
Provide timely, professional communication to customers, vendors, and business partners.
Assist customers with payment options, account information, and service-related questions.
Help resolve customer concerns while maintaining a positive customer experience.
Support daily office operations and administrative functions.
Manage office supplies and coordinate facility-related needs.
Support onboarding logistics for new employees and personnel administration processes.
Manage payroll processing activities and help ensure payroll data is accurate, complete, and submitted on time.
Coordinate employee timecard review and approval processes with managers through ADP.
Assist with document management, filing, and record retention.
Coordinate incoming and outgoing mail and package deliveries.
Maintain organized electronic and physical records.
Assist branch leadership with scheduling, meetings, and special projects as needed.
Support fleet-related administrative tasks, assist with safety program coordination, and compliance and administrative reporting requirements.