CRDN of the Ark-La-Tex
Receptionist Operations Assistant
CRDN of the Ark-La-Tex, Houston, Texas, United States, 77246
Receptionist 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 reporting—helping leadership and field teams stay aligned while delivering exceptional service to clients and partners.
If you’re 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 progress
Field 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 requirements
Billing & 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 improvements
Scheduling & 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 workflows
Record 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 files
Reporting & 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 efficiency
Additional Responsibilities
Complete additional tasks as assigned by leadership
Participate in required training and development initiatives
Stay current on company SOPs, insurance/TPA requirements, and industry best practices
Required Qualifications
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
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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 reporting—helping leadership and field teams stay aligned while delivering exceptional service to clients and partners.
If you’re 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 progress
Field 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 requirements
Billing & 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 improvements
Scheduling & 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 workflows
Record 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 files
Reporting & 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 efficiency
Additional Responsibilities
Complete additional tasks as assigned by leadership
Participate in required training and development initiatives
Stay current on company SOPs, insurance/TPA requirements, and industry best practices
Required Qualifications
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
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