Billing and Admin Specialist for FRSTeam contents restoration

FRSTeam of Northern Alabama•Huntsville, AL

3d•$18 - $23•Hybrid

About The Position

The Admin/Billing Specialist prepares and submits accurate estimates and final invoices for contents restoration jobs while providing administrative, clerical, and project support for the branch. The position ensures billable services are captured, documented, and invoiced in accordance with insurance carrier guidelines and FRSTeam standards. It also manages incoming communications, job intake, lead entry, site email and mail, and delivery and pickup scheduling. The specialist works closely with project coordinators, project managers, field staff, and administrative teams to keep job information complete and billing activity on schedule. The position is based in Huntsville, Alabama, reports to the Crew Lead, and is classified as full-time and non-exempt. Flexible work-from-home options are available.

Requirements

Proficiency with Xactimate and QuickBooks.
Proficiency in Microsoft Office, especially Excel and Word.
Strong attention to detail and accuracy in numerical data, documentation, and written communication.
Strong organizational and time-management skills, including the ability to prioritize, meet deadlines, and manage multiple tasks in a fast-paced environment.
Excellent written and verbal communication skills, including proper grammar and a consistently courteous and professional tone.
Ability to remain calm and professional during tense or stressful situations.
Ability to collaborate effectively with project managers, project coordinators, field staff, customers, agents, and adjusters.
Familiarity with restoration workflows and supporting documentation, including photos, inventories, and job notes.
Ability to learn FRSTaid 3.0 workflows and other company software.
Ability to successfully pass a criminal background check.
High school diploma or equivalent required.

Nice To Haves

Knowledge of insurance billing practices, restoration services, and common line items.
Associate's degree or higher.
Two years of administrative, office, billing, estimating, insurance claims, or restoration experience.
Experience in a restoration environment or with restoration billing platforms.

Responsibilities

Prepare estimates for contents restoration services, including pack-out, cleaning, storage, delivery, and specialty services.
Review job documentation such as photos, notes, inventories, and billable event checklists to ensure all services are accounted for.
Use Xactimate to prepare and enter estimates with carrier-compliant pricing and line items.
Work with production and field teams to resolve missing information and clarify job scope.
Generate final invoices based on approved estimates and completed work.
Submit estimates and invoices to insurance adjusters, TPA portals, or customers as required.
Track submitted estimates and follow up on approvals, revisions, or denials.
Maintain accurate billing activity and correspondence records, and ensure estimates are documented for audit readiness and comply with company procedures.
Keep current with industry pricing changes, platform updates, and billing practices.
Manage the billing workflow in FRSTaid, verify required photos, job notes, billable events, and inventory details before estimate submission, monitor job status, trigger billing milestones, submit estimates on time, and log follow-up activity.
Provide administrative, clerical, and project support for the branch and project team.
Answer, route, and log incoming phone calls while providing courteous customer service.
Make initial contact with the customer, agent, or adjuster within 15 minutes of receiving a lead.
Complete the New Loss Intake Form accurately and enter all job leads into the system within one business day.
Manage and distribute site email and mail each business day.
Schedule delivery and pickup appointments and make confirmation calls to customers.
Perform other duties as assigned.