Administrative Assistant

Job Description

Benefits:

Overtime Opportunities

401(k)

Competitive salary

Opportunity for advancement

Paid time off

Training & development

Summary

Are 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 Responsibilities

Answer phones, provide exceptional customer service, and maintain a detailed call log

Coordinate schedules to optimize work efficiency and balanced job scheduling

Manage the Work-in-Progress (WIP) Board to keep staff updated on daily schedules and job statuses

Complete First Notice of Loss (FNOL) documentation accurately

Complete estimates within 3 days of completion of job

Prepare job paperwork for Crew/Estimators and ensure timely conversion of estimates

Oversee job file documentation, communications, and subcontractor activities

Filing and photo transfer daily for jobs

Maintain compliance with National Accounts Program Agreement (NAPA) and Third-Party Programs

Manage franchise-specific compliance documentation and track fixed assets

Bill customers for services, process payments, and manage accounts receivable

Handle daily bookkeeping, prepare financial reports, and manage petty cash

Maintain an organized file system and company calendar/schedule

Manage outgoing/incoming mail, email, and faxes, as well as review and route Bulletins

Ensure proper on-hand delivery of office and general supplies

Maintain open communication with the General Manager regarding issues, concerns and needs

Perform other job duties as assignedNecessary Experience and Skill Set

High school diploma or equivalent required

Proven experience in administrative roles, preferably in a fast-paced office environment

Familiarity with basic accounting principles, bookkeeping, and financial reporting

Proficiency in computer applications and ability to adapt to new software applications

Excellent communication, organizational, and multitasking skills

Attention to detail and problem-solving skillsPhysical and Work Environment Requirements

This 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 Requirements

This is a full-time position working hours varying between 7:00am-7:00pm, MondayFriday, minimum of 40 hours per week. This position may require longer hours and flexibility in hours may be needed depending upon the business needs.

Full-time