Administrative Assistant / Billing & Permitting Coordinator - Construction

The Deeb Companies team has proudly served Florida homeowners and businesses for more than 90 years. Since 1932, Deeb Companies has completed more than 10,000 homes, apartments, and condominiums, along with hundreds of commercial construction projects.

Building Restoration Services, Inc. specializes in residential and commercial insurance reconstruction. Our experienced team restores homes and commercial properties damaged by water, fire, mold, storms, and other covered losses.

We are seeking a dependable, highly organized Administrative Assistant / Billing & Permitting Coordinator to support our management and production teams. The ideal candidate is comfortable working in a fast-paced construction office, communicates professionally, and can manage multiple responsibilities with accuracy and urgency.

Responsibilities & Requirements:

• Provide general administrative and clerical support to management and project teams
• Answer incoming phone calls and assist customers with questions and requests
• Monitor and respond to multiple company email accounts
• Prepare and modify invoices, correspondence, lien waivers, reports, memos, and emails
• Generate and distribute accurate and timely customer invoices and billing statements
• Post and reconcile incoming customer payments
• Monitor accounts receivable and aging reports for overdue balances and short payments
• Perform routine collection efforts through phone calls, emails, and written correspondence
• Research and resolve billing discrepancies and customer disputes
• Research, prepare, submit, and track building permit applications
• Maintain organized electronic and paper filing systems
• Complete data entry and scan documents into company software
• Manage company and management Google Calendars
• Schedule and coordinate meetings, appointments, inspections, and travel arrangements
• Open, sort, and distribute incoming mail and correspondence
• Order and maintain office supplies
• Assist management with scheduling, office coordination, and problem resolution
• Occasionally assist with after-hours phone coverage

Qualifications:

• Previous administrative or office experience required
• QuickBooks experience required
• Proficiency in Microsoft Word, Excel, Google Calendar, email, and internet research
• Strong written and verbal communication skills
• Excellent customer service skills, both over the phone and in person
• Strong organizational skills and attention to detail
• Ability to manage several projects and deadlines simultaneously
• Strong problem-solving skills and sense of urgency
• Ability to work independently and as part of a team
• Experience in construction, insurance restoration, billing, collections, or permitting is strongly preferred
• Familiarity with PSA or similar construction-management software is a plus
• Knowledge of standard office equipment and document-scanning procedures

Compensation and Schedule

• Full-time position
• Monday through Friday
• 8:00 a.m. to 5:00 p.m.
• Compensation is based on experience and qualifications
• Paid time off and other available benefits will be discussed during the interview process
• Please note: This position does not currently include employer-provided health insurance

To learn more about Building Restoration Services, Inc., visit www.restoremybuilding.com.

Building Restoration Services, Inc. is an equal opportunity employer.

Job Type: Full-time

Pay: From $16.00 per hour

Application Question(s):

• Have you ever worked for a construction company? For how long?
• What is your desired salary?
• Can you pass a criminal background check?

Education:

• High school or equivalent (Preferred)

Experience:

• Microsoft Office: 1 year (Required)
• QuickBooks: 1 year (Required)
• Administrative Experience: 1 year (Required)

Work Location: In person

Salary : $16