Administrative Assistant

Administrative Assistant

Location:

Olyphant, PA

Reports to:

President

• Answer and direct incoming calls, emails, and online inquiries in a professional manner.
• Greet walk‑in customers and ensure they are assisted promptly.
• Communicate with customers regarding scheduling, project updates, and billing questions.
• Coordinate with insurance adjusters and property managers when required.

• Schedule and confirm appointments for inspections, mitigation, and repairs.
• Dispatch technicians to job sites and adjust schedules as needed.
• Track project progress and provide updates to project managers and customers.
• Maintain an organized calendar of jobs, follow‑ups, and deadlines.

• Prepare, organize, and maintain customer files (digital and paper).
• Assist with estimates, invoices, and billing, including entering data into Xactimate or other platforms.
• Order and manage office and field supplies, ensuring technicians have needed materials.
• Assist with compliance paperwork and certifications (e.g., IICRC records, insurance documents).
• Handle confidential information with discretion.

• Support hiring and onboarding processes by scheduling interviews and preparing new‑hire paperwork.
• Assist management with reporting, payroll preparation, and record‑keeping.
• Provide general support to technicians and project managers to keep jobs running smoothly.

• High school diploma or equivalent; associate’s degree or higher preferred.
• Previous administrative or office experience required (experience in restoration, construction, or related field a plus).
• Proficiency with MS Office Suite and/or Google Workspace; experience with Xactimate a strong advantage.
• Excellent communication and organizational skills.
• Ability to multitask in a fast‑paced environment.
• Strong customer service skills and professional phone etiquette.
• High attention to detail and accuracy in data entry and scheduling.

• Full‑time position, Monday–Friday (with occasional after‑hours support if jobs require).
• Office‑based, with regular communication to field staff and customers.
• Fast‑paced environment with shifting priorities based on emergency restoration needs.

• Competitive hourly wage or salary based on experience.
• Health benefits package (medical, dental, vision) available soon.
• Paid time off, holidays, and potential performance bonuses.
• Opportunities for career growth in the restoration industry.
• Compensation: $36,000.00 per year