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Billing Coordinator and Administrative Support Specialist

2 months ago

Cleveland, Ohio, United States BELFOR Property Restoration Full time

BELFOR

RESTORING MORE THAN PROPERTY

Flooding, fires, and windstorms impact countless lives each year, and BELFOR Property Restoration is dedicated to helping clients rebuild their homes and businesses. We are committed to restoring more than just property.

With specialists located in every major metropolitan area across the USA, we are available to respond 24/7/365, ensuring the fastest and highest quality service in the industry.

The right response team can significantly influence the outcome of recovery efforts. In times of crisis, it is essential to partner with a company that has a proven track record and strong relationships with leading insurance providers.

BELFOR is seeking qualified candidates for the following role. Our team members are uniquely dedicated to restoring not only properties but also the lives of those affected by disasters, regardless of their scale.

We offer a comprehensive range of benefits, including but not limited to 401(k), medical, dental, vision, disability, life insurance, employee assistance programs, paid holidays, and paid time off.

Position Overview

This role is responsible for delivering administrative support for both field and internal operations. Key responsibilities include the collection and organization of documentation, conducting data audits, and performing data entry for Accounts Payable, Accounts Receivable, and Payroll workflows. The primary functions involve coordinating essential information and documentation among field personnel, billing teams, travel teams, and project managers, generating AR invoices, processing AP invoices, and managing weekly payroll tasks. Additional responsibilities may encompass assisting Project Manager(s), vendor management, W-9 maintenance, and general administrative duties. Given the sensitive nature of the information handled, discretion is paramount. Travel may be required.

Essential Functions

  • Collaborate with field personnel, both remotely and in person, to gather daily timesheets, field documentation, receipts, and invoices.
  • Review, audit, and process field documentation for AR invoicing, expense reporting, and AP purposes.
  • Coordinate with the centralized billing team regarding invoicing schedules, draft reviews, and approvals.
  • Audit and communicate necessary revisions promptly to the billing team to ensure accurate and timely AR invoice production in accordance with billing procedures.
  • Uphold strict billing confidentiality policies.
  • Assist Project Manager(s) with project-related tasks, including travel request coordination, vendor and supplier coordination, shipment tracking, and inventory management.
  • Communicate project cost and invoicing updates to Project Manager(s) as required.
  • Train personnel responsible for field documentation production as necessary.
  • Set up new vendors/subcontractors, ensuring compliance with all BELFOR requirements.
  • Distribute vendor packets, submit to Home Office, and enter in the accounting system if approved.
  • Periodically audit W-9s and insurance certificates.
  • Establish new customer information in the accounting system.
  • Ensure all payroll is completed and submitted by the deadline with appropriate approvals.
  • Create check requests and process for mailing upon receipt.
  • Enter job changes, update suppliers, and revise COI information in the accounting system.
  • Undertake other projects and duties as assigned.

Experience and Qualifications

  • High School Diploma or equivalent; Bachelor’s degree preferred.
  • 2+ years of administrative or accounting experience.
  • Fluency in English is required; Spanish fluency is a plus.
  • Advanced computer skills, particularly in Microsoft Office and Google products, with a focus on Excel/Sheets and Word/Docs.
  • Strong written and verbal communication skills.
  • Attention to detail and a commitment to safeguarding sensitive information.
  • Ability to work under time constraints to meet specific deadlines.
  • Capacity to multi-task and thrive in a fast-paced, team-oriented environment.

Physical Requirements

  • Occasional lifting of 5-40 lbs, unassisted (from 0-15% of the time).
  • Ability to sit for extended periods.
  • Manual dexterity for keyboarding and other repetitive tasks.
  • Capability to bend, crouch, or stand as necessary.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.