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Administrative Operations Specialist

4 months ago

Orlando, United States Blackstone Builders Inc Full time
Job DescriptionJob DescriptionBenefits:
  • Competitive salary
  • Employee discounts
  • Opportunity for advancement
  • Paid time off
  • Training & development

Administrative Operations Specialist - Disputes & Collections


Location: Orlando, FL
Company: Blackstone Builders

URGENTLY HIRING TO FILL THIS POSITION

About Us:
At Blackstone Builders, we pride ourselves on delivering top-notch roofing, solar, siding, and window solutions to our clients. With a commitment to quality, customer satisfaction, and a strong reputation in the industry, we are looking for a dynamic and organized Office Administrator/Project Coordinator to join our team.

Position Summary:
We seek a dedicated and detail-oriented Administrative Operations Specialist to oversee administrative operations and coordinate projects within our roofing, siding, and windows division. This role is pivotal in ensuring smooth office management and successful project execution from start to finish.

Key Responsibilities:


Office Administration:


  • Perform general office duties including data entry, filing, and organizing documents.
  • Assist in day-to-day office operations, including phone calls, emails, and correspondence.
  • Type and transcribe documents as needed.
  • Handle front desk duties such as greeting visitors and directing them appropriately.
  • Handle incoming and outgoing mail and deliveries.
Project Coordination:


  • Follow up and update CRM with inputs from the process.
  • Track project progress, deadlines, timelines, and deliverables.
  • Communicate with clients, suppliers, and subcontractors to ensure timely delivery of materials and services.
  • Prepare and maintain project documentation, including contracts and reports.
Customer Service:


  • Manage incoming calls and emails, providing excellent customer service by addressing client inquiries and concerns promptly.
  • Ensure client satisfaction by maintaining regular communication and providing updates on project status.
Collections:


  • Assist with accounts receivable and invoicing.
  • Monitor overdue accounts and follow up on payments.
  • Coordinate payment plans and manage collections efforts.
  • Prepare financial reports related to collections as needed.
Disputes:


  • Handle and resolve disputes related to project deliverables, payments, and contracts.
  • Communicate with clients, suppliers, and subcontractors to address and resolve issues.
  • Maintain documentation of disputes and resolutions for future reference.
Qualifications:


  • 1 to 2 years of experience in administrative jobs.
  • Proven experience in office administration and project coordination in the construction or home improvement industry is highly desired, but not required.
  • Excellent organizational and multitasking skills with attention to detail.
  • Strong communication and interpersonal skills.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and project management software.
  • Ability to work independently and as part of a team in a fast-paced environment.
  • Bilingual English/Spanish preferred but not required.
  • High school diploma or equivalent required; associate or bachelors degree in business administration or a related field is a plus.
Benefits:


  • Competitive salary commensurate with experience.
  • Paid time off and holidays.
  • Opportunities for professional development and career advancement.
  • A positive and supportive work environment.
Join Blackstone Builders and be a part of a team that values quality, integrity, and excellence in every project. We look forward to meeting you

Blackstone Builders is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.