Key Responsibilities
Vendor & Compliance Management
- Collect and track Certificates of Insurance (COIs), W-9 forms, trade licenses, vendor agreements, and compliance documentation
- Monitor insurance and license expiration dates
- Assist with onboarding subcontractors and vendors
- Ensure vendors comply with client requirements and operating procedures
Billing & Accounting Assistance
- Assist with invoice collection and submission
- Verify invoices against approved work orders and NTE amounts
- Coordinate with accounting regarding accounts receivable and payable
- Track missing documentation required for payment processing
- Maintain organized financial and operational records
Client Communication
- Serve as a professional point of contact for clients and vendors
- Follow up on service updates, scheduling, and customer concerns
- Maintain a high level of professionalism and responsiveness
- Escalate operational issues to management when necessary
Business Development & Social Media Support
- Support business development efforts by researching potential clients and maintaining prospect lists
- Assist with client outreach, follow-ups, and proposal preparation
- Help manage and update company social media accounts and online presence
- Create and schedule professional social media content and company updates
- Monitor engagement and assist with marketing and branding initiatives
- Technical profiles preferred
- Strong organizational and multitasking skills
- Excellent written and verbal communication skills in English
- High attention to detail and follow-through
- Proficiency with:
- Microsoft Office / Google Workspace
- Excel / Google Sheets
- Email management
- CRM or work order systems
- Ability to work independently and manage priorities
- Professional communication skills with clients and subcontractors
We are a fast-growing U.S.-based facilities management company managing repair and maintenance operations for national clients. We work with a network of vendors across the U.S. and a remote operations team internationally.
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