Client Intake – Administrative Coordinator

Responsibilities

• Owning the First Impression: You will be the calm, reassuring, and highly professional voice on the other side of the phone when homeowners and business owners face property emergencies, executing seamless intake and immediate dispatching.
• Guarding the Bottom Line: You will run daily, meticulous audits of project files, notes, and photos to ensure 100% compliance with insurance standards, catching errors before they lead to revenue loss.
• Driving Project Momentum: You will act as the central operational hub, maintaining real-time CRM updates, keeping schedules tight, and proactively chasing down missing documentation from field teams and project managers.
• Closing the Financial Loop: You will assist with precise billing preparation and run respectful, assertive follow-ups on invoices and payment statuses to keep cash flow moving smoothly.

Requirements

• 1-3 years of experience
• Excellent written and verbal English skills
• Strong computer proficiency with a typing speed of 60+ WPM
• Advanced Google Workspace experience
• Experience navigating complex processes quickly
• Ability to comfortably use multiple screens and systems like QuickBooks, Xactimate, Dash CRM, or Zoho simultaneously
• Reliable, high-speed internet connection
• Distraction-free workspace
• Dependable computer setup