Client Care Coordinator

FLEET Response LLC•Euless, TX

39d•$23 - $26•Onsite

About The Position

The Client Care Coordinator is responsible for consistent communication with our clients (property owners or agents), providing updates on the status of the project & the next steps. In addition, help guide customers through the insurance loss process. This is a high-volume call role, requiring both incoming and outgoing calls daily. Additionally, the Coordinator oversees file compliance, provides administrative support to managers, handles the generation and submission of invoicing clients.

Requirements

Customer Service oriented
Team oriented
Strong Communication Skills
Effective time management
Analytical
Problem Solving
Technical Skills
Interpersonal
Attention to Detail
Dependable
Proactive
Effective Multitasking
Must be able to pass a background check
Must be able to pass a drug screen
High School, GED, or Equivalent.

Responsibilities

Qualify jobs on intake and entering all information possible/available into HubSpot (job management software)
Send Introduction C3 email with contact information for each new lead entered in NetSuite.
Create/Update Work Breakdown Structure (WBS) for all projects.
Create Sales Order to match WBS and ensure all information including activity codes are accurate on sales order.
Ensures all relevant dates, notes, photos, and documents are in NetSuite.
Send out all Project Manager assignments with necessary information.
Client Care Check-In Calls - ensure consistent communication with the customers weekly. Responsible for obtaining verification of work progress/completion and gauging the customer's satisfaction.
Follow up on all after-hour existing customer calls and ensure all notes are entered into NetSuite.
File liens on accounts and complete Lien Waivers for Commercial Properties
Set action items for self and Project Manager in contact with the client.
Create contracts and submit them to customers through third-party systems such as Encircle and PandaDoc.
Ensure all proper documentation is provided prior to final invoice projects.
Create invoices in NetSuite and submit them to clients.
Ensure notes are entered into all open jobs, contacting relevant participants, and escalating to the department manager as required.
Support Collections Management as needed with the A/R and Project Manager teams.
Process customer payments via payment portal and notify A/R Manager of all payments with transaction number included.
Collect and document collection of the insurance deductible.
Ensure 50% of estimated project value is collected before the job is started on non-insurance work or appropriate owner approval is documented.
Create draw schedules as needed.
Ensure the timely invoicing of all jobs as outlined by compliance tasks.
Escalate any reconstruction job to management where the billing packet has become past due.
Ensure attendance of Weekly WIP Meetings with Operations Team
All other duties as assigned.