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.
