Administrative Assistant

Benefits:

• 401(k)
• 401(k) matching
• Company parties
• Competitive salary
• Dental insurance
• Free uniforms
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance
• Wellness resources

Are you passionate about making a difference and helping people in their time of need? We are seeking an energetic, highly organized and customer-focused Administrative Assistant to join our team. In this role, you will handle a variety of office administrative tasks, ensuring seamless operations related to customer calls, job management, scheduling, and customer satisfaction. The ideal candidate will be detail-oriented, proactive, and dedicated to delivering exceptional service.

This is an exciting opportunity for problem-solvers who thrive in dynamic, high-pressure environments.

• Impactful Work: Play a crucial role in helping property owners recover from water and fire damage.
• Dynamic Team Environment: Join a team of dedicated professionals committed to excellence and customer satisfaction.

• Phones/Scheduling
  • Answer phones, provide outstanding customer service, and maintain a log of all calls.
  • Coordinate scheduling by supporting the Dispatcher to optimize crew utilization and ensure balanced job scheduling.
  • Support fleet maintenance scheduling, vehicle registration, and GPS tracking (as requested).
  • Manage the Work-in-Progress (WIP) board, keeping teams updated on daily schedules and job status.
• Job File Management
  • Complete First Notice of Loss documentation, ensuring accurate entry of customer and loss data into the system.
  • Prepare job file for crews and estimators, ensuring all required forms are sent to the job site.
• Financial Administration (as requested)
  • Bill customers for services, ensuring timely invoicing.
  • Assist with Accounts Receivable to keep accounts current as needed.
• Office Administration
  • Maintain an organized file system and manage the company calendar, booking meetings and travel.
  • Handle outgoing and incoming mail, emails, and faxes, ensuring timely correspondence with customers and team members.
  • Monitor office and general supply inventory to ensure employees have what they need to stay productive.

• Minimum of 1-2 years of administrative experience in similar industry.
• Exceptional customer service skills and strong verbal and written communication abilities.
• Ability to multitask in a fast-paced environment and prioritize responsibilities efficiently.
• Strong organizational skills with a focus on detail and accuracy.

We are committed to providing a supportive and collaborative work environment where every team member can thrive. If you're a motivated individual looking to make a difference, we encourage you to apply and be part of a growing team that values professionalism, teamwork, and customer satisfaction.