Billing and Admin Specialist for FRSTeam contents restoration

Benefits Bonus based on performance Company parties Competitive salary Dental insurance Employee discounts Free uniforms Health insurance Opportunity for advancement Paid time off Parental leave Training & development Vision insurance Admin/Billing Specialist Position Title: Admin/Billing Specialist Reports to: Crew Lead Employment Status: Full-Time FLSA Status: Non-Exempt Location: Huntsville, AL FRSTeam's mission is to exemplify heartfelt care and concern for our communities by providing innovative products and services that help support and restore the lives of those we serve. We are a close-knit community of hand-chosen professionals committed to restoring personal items and helping families get their lives back on track. Position Summary The Admin/Billing Specialist prepares and submits accurate estimates and final invoices for contents restoration jobs while providing administrative, clerical, and project support for the branch. This position ensures that billable services are captured, documented, and invoiced in accordance with insurance carrier guidelines and FRSTeam standards. The specialist also manages incoming communications, job intake, lead entry, site email and mail, and delivery and pickup scheduling. The role works closely with project coordinators, project managers, field staff, and administrative teams to keep job information complete and billing activity on schedule. Essential Duties and Responsibilities Billing Responsibilities Write estimates for contents restoration jobs, including pack-out, cleaning, storage, delivery, and specialty services. Review job documentation, including photos, notes, inventories, and billable event checklists, to ensure all services are accounted for. Use Xactimate to prepare and enter estimates for contents restoration jobs using carrier-compliant pricing and line items. Collaborate with production and field teams to resolve missing information and clarify job scope. Generate final invoices based on approved estimates and completed work. Submit estimates and invoices to insurance adjusters, TPA portals, or customers as required. Track submitted estimates and follow up on approvals, revisions, or denials as needed. Maintain accurate records of billing activity and correspondence. Support audit readiness by ensuring estimates are documented and comply with company procedures. Stay current with industry pricing changes, platform updates, and billing practices. Own the billing workflow within FRSTaid and verify that required photos, job notes, billable events, and inventory details are complete before estimate submission. Use FRSTaid to monitor job status, trigger billing milestones, submit estimates on time, and log follow-up activity. Administrative Responsibilities Provide administrative, clerical, and project support for the branch and project team. Answer, route, and log incoming phone calls while providing courteous customer service. Make initial contact with the customer, agent, or adjuster within 15 minutes of receiving a lead. Complete the New Loss Intake Form accurately and completely with the information needed to enter the job into company systems. Enter all job leads into the system within one business day. Manage and distribute site email and mail each business day. Schedule delivery and pickup appointments and make confirmation calls to customers. Perform other duties as assigned. Minimum Qualifications Proficient with Xactimate and QuickBooks. Proficiency in Microsoft Office, especially Excel and Word. Strong attention to detail and accuracy in numerical data, documentation, and written communication. Strong organizational and time-management skills, including the ability to prioritize, meet deadlines, and manage multiple tasks in a fast-paced environment. Excellent written and verbal communication skills, including proper grammar and a consistently courteous and professional tone. Ability to remain calm and professional during tense or stressful situations. Ability to collaborate effectively with project managers, project coordinators, field staff, customers, agents, and adjusters. Familiarity with restoration workflows and supporting documentation, including photos, inventories, and job notes. Knowledge of insurance billing practices, restoration services, and common line items preferred. Ability to learn FRSTaid 3.0 workflows and other company software. Ability to successfully pass a criminal background check. Education and Experience High school diploma or equivalent required; associate's degree or higher preferred. Two years of administrative, office, billing, estimating, insurance claims, or restoration experience preferred. Experience in a restoration environment or with restoration billing platforms is a plus. Physical Demands and Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear and frequently required to use hands or fingers to handle or feel objects, tools, or controls. The employee is frequently required to stand, walk, sit, and reach with hands and arms. The employee must occasionally lift or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate. Note This job description in no way states or implies that these are the only duties to be performed by the employee in this position. Employees will be required to follow any other job-related instructions and perform any other job-related duties requested by a person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the employee must possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an at-will relationship. Equal Opportunity Employer FRSTeam is an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. FRSTeam makes hiring decisions based solely on qualifications, merit, and business needs at the time. Flexible work from home options available. #J-18808-Ljbffr FRSTeam, Inc.