An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
Part-Time (20-25 hours per week), with opportunity for full time
Salaried/Hourly:
Hourly
POSITION SUMMARY
The Administrative Assistant plays a critical role in supporting daily operations, ensuring smooth workflow, and delivering exceptional customer service in an emergency mitigation company. The position involves coordinating administrative tasks, maintaining accounts receivable and accounts payable, assisting with job scheduling, and facilitating communication between field teams and clients.
PRIMARY DUTIES AND RESPONSIBILITIES
Customer Communication:
Answer phones, handle incoming calls, and respond to customer inquiries with professionalism and empathy.
Job Documentation:
Accurately transcribe and maintain customer and job-related information.
Scheduling:
Coordinate and schedule appointments for emergency mitigation assessments, technician visits, and follow-ups.
Invoicing and Billing:
Create invoices, process payments, and maintain up-to-date payment records. Help manage accounts payable and accounts receivable.
Insurance Coordination:
Assist with submitting and following up on insurance claims and required documentation.
File Management:
Maintain organized digital and physical records of customer files, job documentation, and correspondence.
Team Support:
Communicate effectively with technicians, estimators, and project managers to relay job details and updates.
Office Tasks:
Perform general office duties, including filing, ordering supplies, and completing internal documentation.
PERFORMANCE COMPETENCIES
Customer Service:
Demonstrates empathy and professionalism when interacting with customers, often in high-stress situations.
Communication:
Communicates effectively both verbally and in writing. Able to draft clear, concise emails, letters, and reports.
Organization:
Prioritizes tasks, manages multiple projects, does appropriate follow-up and ensures deadlines are met.
Problem-Solving:
Approaches challenges with critical thinking and a proactive mindset.
Technology Proficiency:
Skilled in using software tools such as MS Office, CRM systems, and job management platforms like Xactimate or similar.
QUALIFICATIONS
Education and Experience:
High school diploma or GED required. Experience in an administrative field is a plus.
Skills and Abilities:
Strong organizational skills with attention to detail. Basic understanding of bookkeeping and familiarity with QuickBooks. Proficiency in Microsoft Word, Excel, and email systems. Ability to multitask and adapt to changing priorities.
Preferred Experience:
Familiarity with water mitigation processes and insurance documentation is a plus.
PHYSICAL DEMANDS
Occasionally required to stand, walk, and lift up to 25 pounds.
WORKING CONDITIONS
Work is primarily in an office setting. The noise level is typically quiet, but occasional interactions with field teams may involve exposure to moderate noise or equipment.
