Operations and Billing Coordinator

Job Description

Job Description

Company Description

T.J. Russo Consultants has been a trusted leader in fire investigation services for over 45 years, serving the New York Metropolitan Area. We specialize in determining fire origins and causes while providing valuable insights that help insurers, legal professionals, and businesses resolve complex cases. Known for our quick turnaround and strong local authority relationships, we excel in navigating larger losses and addressing coverage concerns with unmatched expertise. Our commitment to delivering Faster Findings and Bigger Recoveries sets us apart as industry-leading professionals.

The Operations Generalist supports the day-to-day administrative and case-related operations of TJ Russo. This role is responsible for investigator estimates, invoice support, timesheet and bonus administration, case file preparation, report formatting, and administrative follow-through related to client and investigator activity. The position works closely with investigators, managers, and shared-services leadership to ensure timely, accurate, and organized operational support.

Key Responsibilities

• Prepare investigator estimates and related documentation.
• Troubleshoot invoice issues and support timely invoice submission and resolution.
• Assist with billing workflow administration, including platform-specific submission follow-up.
• Review, organize, and prepare case files for internal or external requests, including attorney review requests.
• Coordinate administrative preparation of case materials for disclosure, review, or delivery, under internal guidance.
• Edit, format, and finalize investigator reports and related documents for submission.
• Approve or route invoices through internal systems such as Salesforce or similar workflow tools.
• Review timesheets and support bonus calculations for payroll processing.
• Respond to investigator and staff questions regarding administrative processes, invoices, timesheets, and case support.
• Maintain accurate records and tracking for operational and case-related tasks.
• Coordinate follow-up on assignments, submissions, and administrative deadlines.
• Escalate issues appropriately to leadership or shared-services support when needed.
• Assist with general office, operations, and administrative projects.

Qualifications

• 2+ years of experience in operations coordination, administrative support, billing support, office management, or professional services administration.
• Strong organizational skills and attention to detail.
• Experience with document management, invoicing workflows, and timekeeping support preferred.
• Strong written communication and document editing skills.
• Ability to manage confidential and sensitive materials with discretion.
• Comfortable working in a deadline-driven, service-oriented environment.
• Proficiency with Microsoft Office and familiarity with systems such as Salesforce, payroll, or accounting tools preferred.

Core Competencies

• Administrative accuracy
• Organization and follow-through
• Case support coordination
• Billing and workflow support
• Written communication
• Responsiveness
• Confidential file handling
• Time management