Office Support Specialist – Experienced Administrative Focus

Aspen Contracting•Lees Summit, MO

1d•Onsite

About The Position

Aspen Contracting is seeking an organized, detail-oriented Office Support Specialist to join their National Headquarters team in Lee’s Summit, MO. This full-time, W-2 position is ideal for an experienced administrative professional with a background in administrative support, office operations, customer records, data entry, documentation, invoicing, insurance-related paperwork, or claims processing. The role involves supporting customer and job files, communicating with various parties, processing documentation, preparing invoices, and coordinating with multiple departments. While Aspen Contracting provides training on their specific systems and processes, candidates should be comfortable in an office environment and understand the importance of accuracy, organization, follow-through, and deadlines. The office culture is described as collaborative, fast-paced, and highly organized, with frequent communication and mutual support among team members.

Requirements

Previous experience in administrative support, office administration, office coordination, operations support, or a similar role
Experience working with customer records, job files, documentation, data entry, or file management
Strong proficiency with Microsoft Word, Excel, Outlook, and email
Strong attention to detail and accuracy
Excellent organizational and multitasking skills
Ability to manage multiple priorities and deadlines without losing track of details
Strong written and verbal communication skills
Strong follow-through and accountability
Ability to identify problems, research information, and determine appropriate next steps
Comfortable working with confidential or customer-related information
Ability to learn new systems, processes, and terminology quickly
Comfortable working independently while also collaborating closely with a team

Nice To Haves

Experience in roofing, construction, restoration, insurance, property claims, or a similar industry
Experience in roofing or construction
Experience in insurance or property claims
Experience in restoration
Experience with insurance documentation
Experience with claims processing
Experience with mortgage or lien documentation
Experience with invoicing or billing
Experience with accounts receivable / accounts payable
Experience with customer or job file management
Experience with project or operations coordination
Experience with property management
Experience with contractor or construction office administration
Experience with CRM or ERP systems
Experience in high-volume administrative or customer service environments

Responsibilities

Manage high-volume incoming and outgoing phone calls and emails
Maintain accurate customer and job records
Enter and update information in company systems and databases
Review and maintain customer files, job documentation, and administrative records
Prepare and process invoices, customer paperwork, and internal documentation
Create and send invoices to customers and insurance companies
Prepare and send mortgage endorsement packets
Follow up with customers, insurance companies, mortgage companies, and other parties
Track outstanding information, documentation, and follow-up items
Review paperwork for accuracy and identify missing or inconsistent information
Process administrative forms and internal documentation
Communicate with multiple departments to keep projects moving forward
Research and resolve routine documentation or file discrepancies
Assist with new location setup and other administrative projects as needed