Compliance, Billing & Administrative Associate

Billing Associate NYC

Exit Mold has been helping property owners recover from environmental and property damage for more than 25 years. Serving the New York metro area and New Jersey, we specialize in mold remediation, water and flood damage restoration, lead removal, fire damage restoration, and environmental services. Our certified team is committed to providing fast, thorough, and professional service while maintaining the highest standards for safety and regulatory compliance.

About the Role

The Compliance, Billing & Administrative Associate is responsible for taking Exit Mold jobs from completion through regulatory filing, paperwork, estimates, invoicing and close-out. The position finalizes mold inspection and clearance reports, prepares and submits required NYC DEP filings, assembles HPD violation paperwork packages for signature and mailing, prepares estimates and invoices for mold/lead testing/water mitigation jobs, and keeps job information current in DASH. This position requires strong organization, attention to detail, follow-through, and the ability to manage a high volume of jobs against daily and month-end deadlines. The position works closely with the mold department, field team, billing, collections and management to ensure jobs are filed, billed and documented accurately and on time.

What You'll Do

Mold Project Files & Report Review

• Review, complete and finalize mold inspection and clearance reports, verifying that all information is accurate and properly documented.
• Prepare and organize mold project files, including a dated daily filing folder and an electronic job folder for each job, labeled by address and unit.
• Save finalized reports, laboratory results and supporting documentation to the correct job folder using consistent file names.
• Organize completed jobs to the appropriate management system once all documentation is complete.
• Review of management portfolio violation requests.

Regulatory Filing & Compliance

• Obtain building information (including BIN and block) and mold violation records (Code 550) from the NYC HPD website.
• Prepare remediation paperwork with job-specific dates, including the work plan, notice, affidavits and post-remediation assessment and certification.
• Submit the NYC DEP Mold Remediation Work Plan and Notification (pre-file) and save the confirmation.
• Submit the NYC DEP Mold Post-Remediation Assessment and Certification (post-file) after work is completed and save the confirmation.
• File all mold jobs as required, including non-violation jobs.
• Review and monitor HPD violations referenced in reports and track filing deadlines and outstanding compliance items.

Paperwork Packages & Mailing

• Assemble HPD file packages, including affidavits, pre-file and post-file confirmations and required licenses, for management review and signature.
• Prepare a separate paperwork package for each violation (NOV) when a unit has more than one.
• Coordinate mailing and filing of project paperwork and track filing and mailing status for every package.
• Save and label returned HPD scans correctly, including repeat violations, multiple-NOV packages and packages with owner affidavits.

Estimates, Invoicing & Billing

• Prepare estimates and quotes for mold jobs based on the requested scope of work, services required and applicable pricing.
• Review completed mold jobs, verify the services performed and prepare invoices according to each client's pricing, service agreements and billing requirements.
• Upload required reports, clearance reports and HPD packages to appropriate systems.
• Prepare invoices for designated clients.
• Hold invoices that are missing required documentation and follow up until they can be issued.
• Complete all assigned revenue invoicing by the fifth business day of each month to support month-end close.

Job Management in DASH

• Enter jobs into DASH accurately and keep job information current.
• Complete compliance tasks in DASH so each job reflects its true status.
• Move jobs through the paperwork and billing steps in DASH as the assigned accounting contact.
• Monitor job progress and ensure administrative tasks are completed on time.

Quality Control & Recordkeeping

• Identify and correct documentation errors and discrepancies in job records, reports and invoices before they reach clients.
• Maintain an organized tracking system for completed, pending and outstanding jobs, reports, filings and invoices.
• Track missing reports, clearances, violations and scans, and follow up with the appropriate team member.
• Maintain accurate electronic and physical records, including invoices, estimates, reports, receipts and supporting paperwork.
• Protect confidential customer, financial and company information.

Other Duties

• Support other departments with operational and administrative tasks as needed.
• Provide advance notice when a deadline may not be met or when additional information or assistance is required.
• Participate in meetings and training related to assigned responsibilities.
• Maintain knowledge of company procedures and applicable NYC filing requirements.
• Perform other duties as assigned by management.

What We're Looking For

Required Qualifications:

Education: High school diploma or equivalent required. Associate degree or coursework in business, accounting or a related field preferred.

Experience: Two or more years of billing, invoicing, administrative, permitting or project coordination experience preferred. Experience in restoration, remediation, construction, environmental or property services, and with permits, inspections, compliance documentation or municipal filings, preferred.

Certifications: None required. Ability to learn applicable NYC HPD and DEP filing requirements.

Computer Skills: Proficiency with Microsoft Office (Excel, Word and Outlook), email and electronic file management. Experience with invoicing or accounting software; Sage Intacct or Paystand preferred. Familiarity with job management or CRM software, and ability to learn DASH, GoCanvas and Dropbox.

Familiarity with online

Preferred Experience:

Restoration, remediation, construction, environmental services, or home services industry experience.

Experience working with permits, inspections, compliance documentation, and municipal filings.

Familiarity with CRM, job management, or scheduling software.

Key Traits:

Detail-oriented

Organized

Process-driven

Accountable

Self-motivated

Strong follow-through

Benefits

Exit Mold offers a comprehensive benefits package, including:

Choice of 4 medical plans, including one option at $0 employee payroll cost

Dental insurance with 2 plan options

Vision insurance

Medical and dependent care FSA

HSA available with eligible high-deductible medical plan

Company-paid short-term and long-term disability

Company-paid life insurance

401(k) with company match

Ancillary benefits including hospital, critical illness, and accident coverage

Paid time off

Paid holidays

401(k) with company match

Join Exit Mold

Apply today to join the Exit Mold team.