Job Description
Job Title: Claims and Bookkeeping Administrator
Position Status: Full-Time
Position Type: Administrative Staff
Department: Admin Department
Reports To: Office Administrator
Overview:
The Claims Administrator/Bookkeeper at Revitalife holds a pivotal role in ensuring financial precision and organizational efficiency. This versatile professional serves as the financial backbone of our operations, meticulously handling claims, invoicing, and bookkeeping tasks. Their expertise extends to liaising with insurance providers, managing documentation for claims processing, and ensuring accurate and timely financial transactions. In addition to their financial acumen, the Claims Administrator/Bookkeeper collaborates with various teams to maintain a streamlined workflow, contributing to the overall success of our restoration projects. Their attention to detail, financial expertise,
and ability to navigate complex financial processes make them an indispensable asset, ensuring the financial integrity of our company while supporting the team in delivering high-quality restoration services.
Please note that everything mentioned below flows through our core values listed:
L-ove your neighbor as yourself
I-ntegrity with customers
F-aithful & reliable to customers
E-mpathetic & doing things with excellence
Key Responsibilities:
Position Requirements
? You are required to arrive for work by 8 am and be ready to commence work promptly at 8:00. The reporting time may be subject to change based on the specific project. Your Office Administrator will inform you of any alterations to this schedule. ? You are granted two fifteen-minute breaks, one in the morning and one in the afternoon. Ensure that the timing of your breaks is staggered in coordination with the breaks of other employees working alongside you on that day.
? You are allowed an unpaid thirty-minute lunch break after four hours of work has been completed. If a lunch break is not taken then it must be notated in your time-sheet for that day.
? It is crucial to maintain a business casual appearance by wearing the designated uniform at all times. For general business casual attire, acceptable clothing may also include dress shirts, blouses, polo shirts, khaki or dress pants, skirts, shorts or dresses of appropriate length, closed-toe shoes, and jeans. However, it's important to note that when going to job sites, employees must wear the designated Revitalife gear to ensure safety and compliance with site regulations. Please be aware that any attire above the waist must bear the Revitalife logo when on a job site to ensure a cohesive and professional appearance.
? You are tasked with ensuring that you clock in for jobs using our workforce app. It is imperative that you clock in under the appropriate customer job file and the correct service item for all assignments.
? Employees are required to maintain immediate access to our primary communication platform, Slack, and are expected to check their work email on a daily basis. This ensures timely and efficient communication, allowing for seamless collaboration and the prompt dissemination of important updates and information. Stay connected to stay informed and engaged in our collaborative work environment.
? Never smoke or vape on/in the customer’s property, in the Revitalife vehicles or buildings.
? Adherence to written and informal company policies is essential. Refer to the company handbook for guidance on established rules and procedures.
? Stay informed about the restoration industry and general business issues. An understanding of these areas contributes to the overall competence of the staff.
Financial Record Keeping
? Maintain accurate and up-to-date financial records, including accounts payable, accounts receivable, and general ledger entries.
? Handle payroll processing, ensuring accurate calculation of wages, taxes, and deductions. Address payroll-related inquiries and issues.
? Monitor and control company expenses, identifying opportunities for cost-saving initiatives.
? Ensure compliance with all federal, state, and local tax regulations. Prepare and file tax returns as required.
? Collaborate with external auditors during financial audits, providing necessary documentation and information.
? Maintain organized and secure financial records, ensuring compliance with document retention policies.
? Maintain reports for P&L and balance sheet.
Claims Administration:
? Manage the entire claim file process from estimate completion to job closeout.
? Handle all incoming job information, initiate electronic and hard files, and perform follow-up calls to customers.
? Maintain the customer database, tracking, and provide exemplary customer service.
? Collaborate with Team Coordinators to ensure the TEAM "file" and company cash flow (CF) are current and up-to-date.
? Regularly track Managers, PMs, and Site Supers for completion and filing of budgets and schedules in both electronic and paper central files.
? Conduct periodic audits of team job files during project execution, with a focus on projects in progress.
? Utilize the "Closed Job Process" to audit files during project completion to assess adherence to established procedures.
? Monitor the database for team updates weekly and immediately disseminate any program changes to the teams.
? Continuously track programs like XactAnalysis and other program requirements (Contractor Connection, Alacrity, Nationwide, etc.) for updates.
? Communicate any changes in programs promptly to the teams.
? Receive updated notes from managers and lead technicians, reviewing and filing them into the electronic file.
? Initiate customer contact calls at least every 10 days to maintain regular communication with all customers.
? Given your involvement in various departments (office, production management, and sales), effective communication with all teams is essential.
? Collate information gathered through daily operations to create usable reports, primarily focused on project tracking.
? Play a key role in project tracking through accurate and timely reporting, contributing to effective overall management of the company.
? Maintain accurate and detailed records daily, particularly in customer interactions. In the event of customer issues, the notes section should reflect regular contact to ensure transparency and accountability.
? Be a proactive problem solver. When faced with challenges, focus on developing creative and realistic solutions. Aim to resolve problems independently, contributing to the effectiveness of the organization.
? Run weekly job management review (JMR) reports.
Leadership Duties:
? Ability to Positively Motivate Others: As a member of our valuable organization, you play a crucial role in fostering a positive and collaborative environment within the office staff. Team members are expected to work cohesively to meet the demands set by the company.
? Develop Skills of Others: Recognizing the collective strength of the team, each member is encouraged to contribute to the overall improvement of the office staff's performance. If you possess expertise in a particular area, it is expected that you share your knowledge and skills with other team members.
? Convey Positive Image of the Company: The administrative staff holds a pivotal role in shaping the company's image through paperwork and phone interactions with external entities. It's essential to recognize this interaction as a significant moment of truth, influencing our client's perception of the company. To uphold a positive image, it is crucial to:
- Maintain professionalism and courtesy during phone contacts.
- Ensure accuracy and quality in paperwork to reflect the company's standards
? Provide Valuable Insight for Improvements: Each member of the office team is instrumental in problem-solving and contributing to the overall effectiveness of the organization. Active involvement in identifying new solutions to existing problems is not only encouraged but expected. Your insights can contribute to making the organization more efficient and adaptive to challenges.
Accounts Payable and Receivable:
? Manage vendor invoices, review for accuracy, and process payments in a timely manner. ? Maintain vendor relationships and resolve any payment discrepancies.
? Generate and send invoices to clients, track payments, and follow up on overdue accounts.
? Address customer inquiries related to billing.
? Generate reports for both accounts receivable and accounts payable.
Phone and Customer Service:
? Answer phones professionally, acting as the first point of contact and setting customer expectations.
? Make job entries into the database upon receipt of a call/claim. Notify the Office Administrator about the loss and receive the assignment of the Project Manager.
? Conduct regular customer contact calls to ensure customer satisfaction.
Financial Reporting and Administrative Support:
? Perform monthly bank and credit card reconciliations, ensuring alignment with bank statements. ? Prepare and present monthly, quarterly, and annual financial reports to senior management.
? Assist in the development and monitoring of the company's budget.
? Provide financial insights and recommendations to support decision-making.
? Update information into the Customer database and maintain digital files regularly.
? Utilize accounting software (e.g., QuickBooks, Xero) proficiently to streamline financial processes.
Team Coordination and Communication:
? Engage in weekly meetings with project managers, site supervisors, and division managers for project updates, participating in production team meetings weekly or as required.
? Produce weekly reports for the Office Administrator, President/owner, and Teams for accounts receivable and accounts payable.
? Monitor and disseminate information on program requirements and updates to Teams.
? Update information into the Customer database and maintain digital files regularly.
? Communicate effectively with all departments, ensuring timely and complete information sharing.
General Duties:
? Provide professional customer contact and manage schedules efficiently.
? Accurately manage details of multiple projects, prioritizing program jobs.
? Follow company policies and procedures, seeking creative solutions to problems.
? Contribute to overall customer satisfaction through effective communication and problem resolution.
? Timely completion of assigned tasks is a fundamental aspect of professionalism. If the time-frame is insufficient, communicate this ahead of the expected completion date and keep others informed of progress throughout the delegated project.
? Recognize that working in a small business often requires flexibility in working hours. Adapt to the demands of busy periods and utilize slower times effectively. If tasks exceed the time available, seek supervisor assistance and obtain approval for overtime from the Office Administrator.
? Foster a collaborative work environment for the office staff to efficiently track and organize information.
? Considerations for office efficiency include:
- Maintaining a clean, professional, and organized office space as a reflection of the company's professionalism.
- Ensuring that all workspaces are organized, clean, and optimized for efficiency.
- Work collaboratively with the warehouse staff to maintain a clean and organized warehouse.
Qualifications:
? Bachelor's degree in Accounting, Finance, or a related field preferred.
? Proficiency in Spanish preferred, bilingual candidates encouraged to apply.
? Proven experience as a bookkeeper or in a similar financial role.
? Proficiency in accounting software and Microsoft Office Suite, especially Excel.
? Strong understanding of accounting principles and practices.
? Strong organizational skills and attention to detail.
? Financial management and budgeting expertise.
? Strong analytical and problem-solving abilities.
? Excellent communication and interpersonal skills.
? Dedication to ethics, integrity, and professionalism.
? Knowledge of tax regulations and compliance.
? Ability to work independently, meet deadlines, and adapt to shifting business and industry changes.