Customer Service

Customer Service Representative

Position Summary

Seeking a dependable, organized, and detail-oriented Customer Service Representative to support daily administrative and customer service operations within a busy Restoration Division. This position is responsible for assisting customers, coordinating with builders and contractors, processing purchase orders, preparing invoices, and maintaining accurate billing and job documentation. Requires the ability to manage multiple responsibilities while maintaining accurate records and ensuring timely follow-up on outstanding documentation.

Key Responsibilities

• Provide excellent customer service by answering incoming calls, responding to inquiries, and assisting customers with questions and requests.
• Communicate professionally with builders, contractors, customers, and internal departments.
• Contact builders and contractors to request purchase orders (POs) and follow up on outstanding documentation.
• Prepare, review, and process customer invoices and billing documentation.
• Accurately transcribe job tags into the company system for billing, tracking, and recordkeeping purposes.
• Review job information, purchase orders, and invoices for accuracy and completeness.
• Maintain organized electronic and physical records of purchase orders, job documentation, and customer invoices.
• Follow up with builders and contractors regarding missing purchase orders, incomplete paperwork, and billing-related questions.
• Identify and assist with resolving billing discrepancies and documentation errors.
• Coordinate with internal team members to ensure accurate and timely processing of job paperwork.
• Perform daily administrative duties, including filing, data entry, answering phones, and responding to emails.
• Update customer accounts, job records, and billing information in applicable computer systems.
• Track outstanding invoices, purchase orders, and documentation requiring follow-up.
• Assist with preparing reports, spreadsheets, and administrative records as needed.
• Maintain professional and positive relationships with customers, builders, and contractors.
• Ensure sensitive customer and financial information is handled professionally and confidentially.
• Support efficient communication between office personnel and restoration operations.
• Perform additional customer service, billing, and administrative duties as assigned.

Requirements & Tech Stack

• Proficiency with Microsoft Office, including Excel and Outlook.

Qualifications

• Previous experience in customer service, administrative support, billing, or a related office position preferred.
• Strong customer service and interpersonal communication skills.
• Excellent data entry skills with a high level of accuracy.
• Strong attention to detail and ability to identify documentation or billing discrepancies.
• Comfortable making outbound calls to builders, contractors, and customers to request information and follow up on outstanding items.
• Experience preparing invoices, processing purchase orders, or maintaining billing documentation preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to manage multiple responsibilities and prioritize tasks in a fast-paced environment.
• Strong follow-through and problem-solving skills.
• Ability to maintain accurate records and organized documentation.
• Ability to work independently while collaborating effectively with internal departments.
• Professional phone etiquette and strong relationship-building skills.
• Bilingual English/Spanish preferred.
• Experience in construction, restoration, or a related industry is a plus.
• Dependable, professional, and committed to providing excellent customer service.