Administrative Assistant

Job summary

Provide customer service, coordinate schedules, track job progress, and prepare estimates and job documentation. Manage office communications, compliance records, billing, bookkeeping, financial reports, supplies, and company files.

Job details

Benefits Overtime Opportunities Opportunity for advancement Paid time off Training & development 401(k) Competitive salary 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 assigned Necessary 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 skills Physical 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, 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 - $23.00 per hour Picture yourself here fulfilling your potential. At SERVPRO®, you can make a positive difference in people’s lives each and every day! We’re seeking self-motivated, proactive, responsible, and service-oriented teammates to join us in our mission of helping customers in their greatest moments of need by repairing and restoring homes and businesses with an industry-leading level of service. With nearly 2,000 franchises all over the country, finding exciting and rewarding SERVPRO® career opportunities near you is easy! We look forward to hearing from you. All employees of a SERVPRO® Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated SERVPRO® Franchise. SERVPRO® Franchise employees are not employed by, jointly employed by, agents of, or under the supervision or control of Servpro Franchisor, LLC, in any manner whatsoever.

What you’ll do

Provide customer service, coordinate schedules, track job progress, and prepare estimates and job documentation. Manage office communications, compliance records, billing, bookkeeping, financial reports, supplies, and company files.

Requirements

A high school diploma or equivalent is required, along with administrative experience, preferably in a fast-paced office. Candidates should understand basic accounting and bookkeeping, be proficient with computer applications, and demonstrate strong communication, organizational, multitasking, attention-to-detail, and problem-solving skills.

Benefits

• Overtime Opportunities
• Advancement Opportunities
• Paid Time Off
• Training And Development
• 401(k)
• Competitive Salary

Listed skills

• Customer service · Preferred
• scheduling · Preferred
• Documentation · Preferred
• Bookkeeping · Preferred
• Financial Reporting · Preferred
• Accounts receivable · Preferred
• Payment Processing · Preferred
• Communication · Preferred
• Organization · Preferred
• Multitasking · Preferred
• Attention to detail · Preferred
• Problem solving · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Customer Service
• Scheduling
• Job Management
• Call Logging
• Work-In-Progress Tracking
• Documentation
• Bookkeeping
• Financial Reporting
• Accounts Receivable
• Payment Processing
• File Management
• Communication
• Organization
• Multitasking
• Attention To Detail
• Problem-Solving

Job areas

• Administrative
• Customer Service & Support
• Finance & Accounting

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