Position Summary
The Front Office Coordinator is the hub of Bella's office. This person is the first point of contact for customers and keeps billing, scheduling, and day-to-day operations running while our Project Managers are in the field. This role blends customer service, invoicing, and sales support, and calls for someone organized, friendly, and dependable who can juggle multiple responsibilities and be the steady presence customers and staff rely on.
Key Responsibilities
Billing & Invoicing
Handle all customer billing and invoicing. Generate and send invoices, track payments, follow up on balances, and keep records accurate and current.
Change Orders
Prepare, process, and track change orders, ensuring accurate pricing and clear documentation as projects evolve.
Customer Service
Serve as the primary point of contact for customers. Answer calls and questions, resolve issues, and provide a professional, reassuring experience from first contact through project completion.
New Customer Scheduling
Coordinate scheduling for new customers, booking appointments and inspections and keeping calendars organized and up to date.
Sales Support
Support the sales team with administrative tasks, documentation, and follow-through that helps move opportunities forward.
Office Point of Contact
Act as the go-to person in the office when Project Managers are in the field. Field calls, relay information, and keep communication flowing between customers, crews, and staff.
Insurance Restoration Support
Serve as the office claim representative for insurance restoration jobs. Coordinate with homeowners and adjusters, track claim documentation, and help keep restoration projects moving.
Qualifications
- Prior front office, administrative, billing, or customer service experience (construction, home services, or insurance restoration a strong plus)
- Strong organizational skills and attention to detail
- Excellent phone and communication skills with a friendly, professional demeanor
- Comfortable handling billing, invoicing, and basic bookkeeping tasks
- Able to multitask and stay calm managing competing priorities
- Familiarity with CRM and invoicing software (HubSpot and/or invoicing tools a plus)
What Success Looks Like
Invoices and change orders processed accurately and on time. Customers who feel taken care of at every step. Smooth scheduling and communication, and an office that runs seamlessly whether the PMs are in or out.
Pay: $18.00 - $25.00 per hour
Benefits:
Work Location: In person
