Administrative Assistant - HRS

Haselden Construction•Centennial, CO

About The Position

The Administrative Assistant provides administrative, operational, and customer service support to HRS Restoration Services. The role supports daily office operations, customer invoicing and accounts receivable, project documentation, lead management, and communication among customers, field personnel, project leadership, and accounting. The successful candidate is organized, detail-oriented, dependable, and able to work independently in a fast-paced, emergency-response environment, using initiative and accountability to anticipate needs, prioritize responsibilities, and follow through.

Requirements

High school diploma or equivalent.
At least 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.

Nice To Haves

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

Responsibilities

Manage customer invoicing, invoice distribution, accounts receivable follow-up, payment reminders, and records of collection efforts; escalate unresolved payment issues and help resolve billing discrepancies.
Assist accounting with accounts payable documentation, filing, and recordkeeping, and ensure invoices contain accurate payment instructions and required online payment links or QR codes.
Set up projects in the company CRM and Vista accounting system; maintain organized project files, contracts, customer information, and supporting documentation.
Support Project Managers and Project Directors with project administration, track outstanding authorizations and paperwork, maintain work-in-progress information and production reports, and assist with project closeout.
Maintain accurate and consistent information across company systems and shared drives.
Answer, screen, and direct incoming calls, emails, and website inquiries; manage the main phone line during assigned business hours.
Communicate compassionately and professionally with customers experiencing property damage or emergencies; collect and document customer, emergency, insurance, and project information.
Evaluate incoming leads by urgency, service area, and company capabilities; route or escalate inquiries and coordinate emergency response notifications with department leadership.
Maintain call logs, lead tracking, and follow-up records in CallRail and HubSpot, ensuring inquiries receive appropriate follow-up.
Assist with vendor and subcontractor setup; request and track agreements, certificates of insurance, W-9 forms, and other required documents.
Prepare and distribute production, administrative, and operational reports; maintain office inventory, supplies, and marketing materials.
Assist with meeting scheduling, calendar management, appointments, company events, meetings, and staff lunches.
Provide administrative support to Project Coordinators, Project Managers, Project Directors, and company leadership.
Process and communicate customer payment information according to company security and payment procedures; maintain accurate records, organized filing systems, and confidential information.
Manage assigned responsibilities independently, meet deadlines, adapt priorities to changing operational demands, and communicate outstanding tasks and concerns to team members and leadership.
Identify opportunities to improve office procedures, communication, organization, and operational efficiency; participate in training and professional development.