Receptionist Operations Assistant
12 days ago
Houston
Job DescriptionReceptionist Operations Assistant Position Overview The Receptionist Operations Assistant plays a critical role in supporting field operations and ensuring projects move efficiently from start to finish. This position serves as a central point of coordination for documentation, communication, scheduling, billing support, and reportinghelping leadership and field teams stay aligned while delivering exceptional service to clients and partners. If youre highly organized, detail-oriented, and thrive in a fast-paced environment where accuracy and communication matter, this role offers the opportunity to make a meaningful operational impact. Key Responsibilities Phone & Client Communication • Answer and direct incoming calls promptly; take accurate messages and ensure timely follow-up, • Respond to general inquiries related to services, scheduling, and project status, • Communicate with clients, insurance adjusters, homeowners, and subcontractors with professionalism, empathy, and discretion, • Facilitate clear communication to support documentation requirements and job progressField Documentation & Job Support, • Review field documentation and labor hours for accuracy and completeness, • Prepare daily field files to ensure teams are ready for new calls and assignments, • Enter work orders, job details, and updates into restoration management systems (e.g., RestorNet, TPA platforms), • Track project timelines and ensure required forms, approvals, and photos are properly submitted and filed, • Verify job documentation aligns with invoicing and billing requirementsBilling & Invoicing Support, • Monitor monthly storage charges, • Gather documentation to support billing, • Respond to billing inquiries from clients, contractors, and insurance adjusters, • Assist with collections efforts and follow up on outstanding invoices, • Identify and help resolve billing discrepancies while recommending process improvementsScheduling & Job Coordination, • Schedule packouts, deliveries, and related services as needed, • Provide ongoing billing and documentation support throughout job lifecycles, • Coordinate with field teams to ensure timely task completion and proper documentation, • Collaborate with Production, Operations, and Leadership teams to maintain efficient workflowsRecord Keeping & Compliance, • Maintain accurate, organized digital and physical records for production, billing, and documentation, • Ensure all records meet company standards, insurance requirements, and regulatory guidelines, • Track approvals, milestones, and job progress in Xact Analysis, • Perform periodic audits of job filesReporting & Leadership Support, • Provide regular updates to the Operations Manager on job progress, billing status, and production issues, • Collaborate with operations, sales, and billing teams to identify and recommend process improvements, • Support cross-departmental communication to enhance operational efficiencyAdditional Responsibilities, • Complete additional tasks as assigned by leadership, • Participate in required training and development initiatives, • High school diploma or equivalent required; associate degree or higher preferred, • Minimum of 2 years of experience in an administrative, operations, or office support role, • Strong organizational skills with the ability to manage multiple tasks and deadlines simultaneously, • High attention to detail and accuracy, particularly with documentation and billing data, • Excellent verbal and written communication skills with a professional, customer-focused approach, • Proficiency in Microsoft Office (Outlook, Word, Excel) and general office technology, • Ability to learn and navigate job management, restoration, or billing software systems (e.g., RestorNet, TPA platforms), • Comfortable communicating with clients, insurance adjusters, contractors, and internal teams, • Ability to handle confidential information with discretion and professionalism, • Self-motivated, dependable, and able to work independently as well as collaboratively within a team