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
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Support business development efforts by researching potential clients and maintaining prospect lists
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Assist with client outreach, follow-ups, and proposal preparation
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Help manage and update company social media accounts and online presence
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Create and schedule professional social media content and company updates
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Monitor engagement and assist with marketing and branding initiatives
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Technical profiles preferred
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Strong organizational and multitasking skills
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Excellent written and verbal communication skills in English
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High attention to detail and follow-through
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Proficiency with:
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Microsoft Office / Google Workspace
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Excel / Google Sheets
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Email management
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CRM or work order systems
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Ability to work independently and manage priorities
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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.
Originally posted on Himalayas
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