Job Description

About Us:

Harper Special Services is a trusted leader in the property damage restoration industry, specializing in emergency mitigation, property damage restoration, and turnkey reconstruction services. Our mission is to provide rapid, high-quality disaster recovery solutions while ensuring customer satisfaction and operational efficiency. In addition, we proudly operate Savannah Trash, delivering reliable dumpster and waste management services. As we continue to grow, we are seeking a rockstar Administrative Office Assistant to join our team and support our administrative operations.

Position Summary:

We are seeking a dependable and detail-oriented Administrative Office Assistant to support daily office operations and handle core Savannah Trash duties. This role supports the Office Manager with administrative tasks, bookkeeping in QuickBooks, and customer communication, while also providing backup support to the department coordinators when needed. The ideal candidate is a team player who thrives in a fast-paced environment and contributes to a positive, collaborative workplace culture.

Key Responsibilities:

Customer Service & Lead Intake:

• Provide exceptional customer service by serving as the first point of contact for customers, answering and routing incoming phone calls with professionalism and compassion to ensure a positive experience.
• Assist with lead intake for Mitigation (MIT) and Reconstruction (REC) departments, entering job data and performing initial coordinator duties.
• Assist with On-Call after-hours lead intake and job entry as needed on a rotational basis.

Administrative & Office Support:

• Assist the Office Manager with daily administrative and financial tasks, including invoicing, accounts receivable, collections, and accounts payable functions using  QuickBooks .
• Process customer invoices, verify vendor charges, purchase orders (POs), enter vendor bills and complete accounting compliance tasks.
• Help secure client payments: verify job details, prepare invoices, follow up on payments, and document job files.
• Process receipt transactions, match and upload attachments, and assign to proper job costing.
• Prepare correspondence, reports, and other documentation for management and project teams as needed.
• Help coordinate training sessions and company events.
• Support HR functions, including benefits administration, documentation, and training manual maintenance.
• Coordinate new vendor sign-ups and maintain compliance of all vendor files.
• Support special administrative projects as directed.

Savannah Trash Operations:

• Serve as the primary point of contact, lead intake and dispatch of dumpster work orders for Savannah Trash.
• Process accounts receivable, collections, vendor bills, and payments for Savannah Trash.
• Process receipt transactions and upload attachments accurately.
• Assist with other bookkeeping transactions, monthly tax payments, and Worker’s Compensation processing for Savannah Trash.

Qualifications & Requirements:

• 2+ years of proven experience with  QuickBooks Online ( required ).
• 2+ years of proven administrative support and bookkeeping experience, preferably in  restoration, construction, or insurance industry .
• Solid understanding of accounting principles and GAAP standards.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Experience with CRM or project management software (e.g., Xactimate, Encircle, DASH, PSA) is a plus.
• Detail-oriented with the ability to handle multiple tasks and prioritize effectively in a fast-paced environment.
• Reliable, proactive, and a team player.
• Professional and friendly customer service skills.
• High technical proficiency with computers and office equipment.

Education & Certifications:

• Associate (2-year) or Bachelor’s (4-year) degree in accounting or business-related field (preferred).
• Minimum two (2) years of bookkeeping experience, including A/R, A/P, General Ledger, and Payroll.
• QuickBooks certification is preferred but not required.

Work Environment & Physical Requirements:

• Predominantly an office-based role, with occasional exposure to shop areas where vehicles and equipment are housed.
• Ability to sit, stand, walk, reach, and use hands frequently.
• Must be able to lift/move up to 10 lbs regularly and up to 25 lbs occasionally.
• The work environment is typically quiet, with occasional moderate noise levels.

Why Join Us?

• Competitive compensation and benefits package.
• A supportive and collaborative team-oriented work environment.
• Opportunities for growth potential within a fast-growing company.
• The chance to be part of a leading restoration and recovery team.

How to Apply:  Interested candidates should submit their  resume and cover letter to admin@harperspecialservices.com with the subject line “Administrative Office Assistant Application.”

Join  Harper Special Services and be part of a team that makes a difference!

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