Administrative Assistant - HRS

Haselden Construction•Centennial, CO

3d•$24 - $28

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, 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. The position requires initiative, accountability, prioritization, and consistent follow-through on assigned work.

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.
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.

Responsibilities

Manage customer invoicing, invoice distribution, accounts receivable follow-up, outstanding-balance monitoring, and payment reminders.
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, recordkeeping, billing discrepancy resolution, and accurate financial records.
Establish new projects in the company CRM and Vista accounting system; maintain project files, contracts, customer information, and supporting documentation.
Assist Project Managers and Project Directors with project documentation and administrative requirements; track outstanding authorizations, contracts, vendor documents, and other project paperwork.
Maintain work-in-progress information and production reports, and assist with administrative project closeout and verification of documentation and billing status.
Ensure information is consistent and accurate across company systems and shared drives.
Answer, screen, and direct incoming calls, emails, and website inquiries; manage the main company phone line during assigned business hours.
Communicate compassionately and reassuringly with customers experiencing property damage or emergencies; collect and document customer, emergency, insurance, and project information.
Evaluate incoming leads based on urgency, service area, and company capabilities, and escalate or route inquiries appropriately.
Coordinate emergency response notifications with Emergency Services, Abatement, and Repair department leadership.
Maintain call logs, lead tracking, and follow-up records in CallRail and HubSpot, ensuring inquiries and leads receive appropriate follow-up.
Assist with vendor and subcontractor setup; request, collect, and track agreements, certificates of insurance, W-9 forms, and other required documents.
Monitor outstanding vendor and subcontractor documentation and coordinate with appropriate personnel to satisfy requirements; maintain professional relationships with vendors, subcontractors, and customers.
Prepare and distribute production, administrative, and operational reports as directed.
Maintain office inventory, supplies, and marketing materials, obtaining approvals when required.
Assist with scheduling meetings, managing calendars, coordinating appointments, and organizing 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 according to company security and payment procedures.
Maintain accurate records, organized filing systems, and confidential company information.
Independently manage assigned responsibilities and complete tasks accurately and on time; identify outstanding work and anticipate administrative needs.
Prioritize responsibilities while adapting to changing operational demands and emergencies, and communicate regularly with team members and leadership about outstanding tasks, concerns, and administrative needs.
Identify opportunities to improve office procedures, communication, organization, and operational efficiency.
Maintain professionalism, dependability, and accountability, and participate in training and professional development to improve performance and knowledge of restoration operations.