Administrative Assistant - HRS

HRS is a full-service property damage restoration, roofing, and abatement company and a subsidiary of Haselden Construction. We provide a collaborative, fast-paced work environment where team members are supported in developing their skills, growing their careers, and delivering exceptional service to our clients. Our extensive benefits program, dynamic team atmosphere and strong core values help create the best environment for our staff and the best service for our clients.

Company

Benefits

• Medical, Dental and Vision Insurance
• Health Savings Account
• Flexible Savings Account
• Basic Life & AD&D
• Short Term Disability
• Employee Assistance Program

Position Summary

The Administrative Assistant provides essential administrative, operational, and customer service support to HRS Restoration Services. This position supports daily office operations, customer invoicing, accounts receivable, project documentation, lead management, and communication between customers, field personnel, project leadership, and accounting.

The successful candidate must be highly organized, detail-oriented, dependable, and capable of working independently in a fast-paced, emergency-response environment. This position requires initiative, accountability, and the ability to anticipate needs, prioritize responsibilities, and consistently follow through on assigned tasks.

Job Responsibilities Accounts Receivable & Financial Administration

• Manage customer invoicing, invoice distribution, and accounts receivable follow-up.
• Monitor outstanding balances and distribute payment reminders, including 30-, 60-, and 90-day notices.
• Document collection efforts and communicate unresolved balances or payment issues to project leadership and accounting.
• Ensure invoices include accurate payment instructions, online payment links, and QR codes as required.
• Assist accounting with accounts payable documentation, filing, and recordkeeping.
• Coordinate with accounting to resolve billing discrepancies and maintain accurate financial records.

Project Administration & Documentation

• Establish new projects in the company CRM and Vista accounting system.
• Maintain accurate and organized project files, contracts, customer information, and supporting documentation.
• Assist Project Managers and Project Directors with project documentation and administrative requirements.
• Track outstanding work authorizations, contracts, vendor documents, and project-related paperwork.
• Maintain and update work-in-progress (WIP) information and production reports.
• Assist with administrative project closeout, including verification of required documentation and billing status.
• Ensure consistency and accuracy of information across company systems and shared drives.
• Answer, screen, and direct incoming calls, emails, and website inquiries promptly and professionally.
• Manage the main company phone line during assigned business hours.
• Provide compassionate and reassuring communication to customers experiencing property damage or emergencies.
• Collect and accurately document customer information, emergency details, insurance information, and project requirements.
• Evaluate incoming leads based on urgency, service area, and company capabilities, escalating or routing inquiries appropriately.
• Coordinate emergency response notifications with Emergency Services, Abatement, and Repair department leadership.
• Maintain accurate call logs, lead tracking, and follow-up records in Call Rail and Hub Spot.
• Ensure customer inquiries and leads receive appropriate follow-up and are not overlooked.
• Assist with new vendor and subcontractor set up and required documentation.
• Request, collect, and track subcontractor agreements, certificates of insurance (COIs), W-9 forms, and other required documents.
• Monitor outstanding documentation and coordinate with appropriate personnel to ensure requirements are satisfied.
• Maintain professional relationships with vendors, subcontractors, and customers.

Office Administration & Operational Support

• Prepare and distribute company production, administrative, and operational reports as directed.
• Maintain office inventory, supplies, and marketing materials, obtaining approvals when required.
• Assist with scheduling meetings, managing calendars, and coordinating appointments.
• Organize company events, meetings, and staff lunches as requested.
• Provide administrative assistance to Project Coordinators, Project Managers, Project Directors, and company leadership.
• Assist with processing and communicating customer payment information in accordance…