Administrative AssistantAre you a hard-working office professional? Do you enjoy helping others? An Administrative Assistant plays a pivotal role in facilitating efficient office operations and ensuring seamless communication with customers, stakeholders, and team members. This position involves diverse responsibilities, ranging from customer service, scheduling of jobs, job management and tracking, drafting correspondence, creating and filing reports and other duties as assigned. We have a sincere drive toward the goal of helping make fire and water damage "Like it never even happened!" We are a family owned, and veteran ran company with a welcoming and energetic culture.Primary Roles and ResponsibilitiesAnswer phones, provide exceptional customer service, and maintain a detailed call logCoordinate schedules to optimize work efficiency and balanced job schedulingManage the Work-in-Progress (WIP) Board to keep staff updated on daily schedules and job statusesComplete First Notice of Loss (FNOL) documentation accuratelyComplete estimates within 3 days of completion of jobPrepare job paperwork for Crew/Estimators and ensure timely conversion of estimatesOversee job file documentation, communications, and subcontractor activitiesFiling and photo transfer daily for jobsMaintain compliance with National Accounts Program Agreement (NAPA) and Third-Party ProgramsManage franchise-specific compliance documentation and track fixed assetsBill customers for services, process payments, and manage accounts receivableHandle daily bookkeeping, prepare financial reports, and manage petty cashMaintain an organized file system and company calendar/scheduleManage outgoing/incoming mail, email, and faxes, as well as review and route BulletinsEnsure proper on-hand delivery of office and general suppliesMaintain open communication with the General Manager regarding issues, concerns and needsPerform other job duties as assignedNecessary Experience and Skill SetHigh school diploma or equivalent requiredProven experience in administrative roles, preferably in a fast-paced office environmentFamiliarity with basic accounting principles, bookkeeping, and financial reportingProficiency in computer applications and ability to adapt to new software applicationsExcellent communication, organizational, and multitasking skillsAttention to detail and problem-solving skillsPhysical and Work Environment RequirementsThis is a largely sedentary role in an office environment. However, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stand on a stool as necessary.Normal Working Hours, Additional Working Hours, and Travel RequirementsThis is a full-time position working hours varying between 7:00am-7:00pm, Monday–Friday, minimum of 40 hours per week. This position may require longer hours and flexibility in hours may be needed depending upon the business needs.
Compensation: $18.00 - $22.00 per hour