Job Summary
We are seeking an organized, proactive, and detail-oriented Administrative Assistant to support the daily operations of a property restoration company. This role is responsible for handling customer communications, coordinating schedules, maintaining job files, and assisting with estimates, invoicing, and general administrative tasks. The ideal candidate is comfortable managing multiple priorities while providing professional and compassionate support to customers dealing with property damage emergencies.
Key Responsibilities
- Answer incoming phone calls and emails, assist customers, and direct inquiries to the appropriate team members.
- Serve as a primary point of contact for customers, providing timely and professional communication throughout the restoration process.
- Schedule appointments, coordinate technician dispatch, and maintain job calendars and service schedules.
- Communicate with field technicians, project managers, and other team members to coordinate job assignments and follow-ups.
- Create, update, and maintain job files, ensuring documentation is accurate, organized, and complete.
- Perform data entry and review records for missing information or inconsistencies.
- Assist with preparing estimates, invoices, and other project-related documentation using company systems.
- Support billing and accounts receivable processes by organizing required documents and tracking outstanding items.
- Assist with administrative tasks, including document management, reporting, and maintaining digital and physical records.
- Help ensure office workflows run efficiently and that deadlines and customer requests are addressed promptly.
Requirements
- Previous experience in administrative support, customer service, scheduling, or a similar role.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office, particularly Excel, and familiarity with digital business systems.
- Ability to handle multiple tasks, prioritize responsibilities, and meet deadlines.
- Strong follow-up skills and the ability to coordinate with different teams.
- Professional and empathetic approach when communicating with customers, especially during stressful situations.
Preferred Qualifications
- Experience in property restoration, construction, insurance claims, or field service operations.
- Familiarity with job management software or scheduling and dispatch systems.
- Experience with Xactimate or similar estimating software.
- Knowledge of job file documentation, invoicing, and insurance-related administrative processes.
