Construction Administrative Assistant

Title: Construction Administrative Assistant Reports to: SMC – General Manager Status: Full-time/Non-exempt (Paid hourly; eligible for overtime) Date: August 2026 Position Summary The Administrative Assistant provides comprehensive administrative and operational support for restoration projects from initial job setup through completion, invoicing, and collections. This position is responsible for maintaining accurate job records, coordinating documentation, following up on pending sales, assisting with permitting and compliance requirements, preparing invoices, managing accounts receivable follow-up, and ensuring invoices and completion documentation are properly prepared and distributed. The ideal candidate is highly organized, detail-oriented, dependable, and comfortable managing multiple projects, deadlines, client communications, and financial follow-up in a fast-paced restoration environment. Job Setup & File Management Set up new jobs in job management program and ensure all required information is entered accurately. Create and maintain organized job folders for each project. Maintain accurate and up-to-date job documentation throughout the project lifecycle. Update job notes and records regularly to ensure current project information is readily available. Close out jobs in job management program when projects are not sold or are otherwise no longer active. Review and follow up on all pending sales on a weekly basis. Contact appropriate team members and/or clients as needed regarding pending projects. Maintain detailed and accurate notes regarding the status of pending sales. Identify jobs that are no longer active and close them appropriately. Help ensure no pending sales or administrative follow-ups are overlooked. Invoicing & Billing Support Prepare one-page invoices accurately and in a timely manner. Send completed invoices to clients through appropriate channels. Email invoices and supporting documentation as required. Update job management program with invoice information and project status. Ensure billing documentation is complete and properly organized. Collections & Accounts Receivable Monitor outstanding invoices and maintain accurate accounts receivable records. Follow up with clients regarding past-due and outstanding balances. Make collection calls and send collection emails as needed. Document all collection activity, client communications, and payment commitments. Communicate payment status and outstanding account information to management and appropriate team members. Assist with resolving billing questions, discrepancies, and payment issues. Maintain professional and courteous communication with clients throughout the collection process. Track outstanding balances and provide regular updates regarding collection status. Escalate delinquent or difficult accounts to management when appropriate. Insurance & Adjuster Documentation Upon project completion, email invoices, project photos, and Certificates of Satisfaction (COS) to insurance adjusters as required. Maintain accurate records of documentation sent to adjusters. Coordinate and track required project documentation to help ensure timely completion of the administrative closeout process. Permits & Compliance Obtain required permits for restoration projects. Obtain commencement filings and withdrawals as required. Maintain records of permits, filings, and other required documentation. Follow up on outstanding permits and filings to help keep projects compliant and moving forward. Coordinate and complete Mobile ITEL requirements as needed. Send ITEL reports to the appropriate parties. Maintain accurate records of ITEL documentation and reports within the applicable job file. General Administrative Support Provide administrative support to project managers, production staff, management, and other team members. Communicate professionally with clients, insurance adjusters, contractors, vendors, and internal staff. Handle confidential and sensitive project and financial information appropriately. Assist with additional administrative duties and special projects as assigned. Maintain a high level of accuracy, organization, professionalism, and follow-through. Qualifications & Skills Previous administrative, office, construction, insurance, restoration, billing, or collections experience preferred. Strong organizational and time-management skills. Excellent written and verbal communication skills. Strong attention to detail and accuracy. Ability to manage multiple jobs, deadlines, priorities, and accounts simultaneously. Comfortable communicating with clients regarding outstanding balances and payments. Proficiency with computers, email, Microsoft Office, and database/job-management systems. Experience with Next Gear-DASH, ITEL, or restoration-industry software is a plus. Ability to follow established processes and maintain accurate documentation. Strong follow-through and ability to track outstanding items. Professional and courteous communication skills. Ability to work independently while also supporting a team. Ability to handle confidential client, insurance, and financial information with discretion. #J-18808-Ljbffr ServiceMaster by Rice