Office Manager / Administrative Assistant

Job Description

Job Description

We are looking for a responsible Office Manager/Administrative Assistant to perform a variety of administrative and clerical tasks. Duties of the Office Manager/Administrative Assistant include providing support to our managers and employees, assisting in daily office needs and managing our company’s general administrative activities. Administrative Assistant responsibilities include manage daily office operations, client coordination, and project documentation for disaster recovery companies (water, fire, and mold). Act as the vital bridge between field technicians, project managers, insurance adjusters, and property owners to ensure smooth, profitable, and compliant job execution. Making travel and meeting arrangements, preparing reports and maintaining appropriate filing systems. The ideal candidate should have excellent oral and written communication skills and be able to organize their work using tools, like MS Excel and office equipment. If you have previous experience as a Secretary or Executive administrative assistant and familiarity within our industry, we’d like to meet you. Ultimately, a successful Admin Assistant should ensure the efficient and smooth day-to-day operation of our office.

Responsibilities

• Answer and direct phone calls
• Job Coordination: Schedule field crews and subcontractors, dispatch technicians to emergency sites, and track project timelines from initial mitigation to full repair.
• Insurance Liaison: Communicate with insurance adjusters to facilitate claims, ensure proper loss documentation, and verify that paperwork meets strict industry guidelines.
• Client Service: Act as the primary point of contact for property owners, fielding status updates, addressing concerns, and explaining required paperwork.
• Billing & Accounting: Process accounts payable/receivable, audit job files, and assist with collections and invoicing.
• Documentation & Compliance: Maintain organized physical and digital records, log photos, and input data into industry-specific estimating software.
• Plan meetings and take detailed minutes
• Write and distribute email, correspondence memos, letters, faxes and forms
• Assist in the preparation of regularly scheduled reports
• Develop and maintain a filing system
• Update and maintain office policies and procedures
• Order office supplies and research new deals and suppliers
• Maintain contact lists
• Book travel arrangements
• Submit and reconcile expense reports
• Provide general support to visitors
• Act as the point of contact for internal and external clients
• Liaise with executive and senior administrative assistants to handle requests and queries from senior managers

Skills

• Proven experience as an administrative assistant or office admin assistant
• Quickbooks knowledge is a must
• Knowledge of office management systems and procedures
• Handle Insurance documentation
• Ensuring proper OSHA safety compliance files, equipment tracking logs, and certification records are up-to-date.
• Working knowledge of office equipment, like printers and fax machines
• Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
• Excellent time management skills and the ability to prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational skills with the ability to multi-task
• High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Financial Duties:

• Expense reports
• Processing payments
• Billing
• Purchasing

This Job Is:

• Open to applicants who do not have a college diploma

This Job Is Ideal for Someone Who Is:

• Dependable -- more reliable than spontaneous
• People-oriented -- enjoys interacting with people and working on group projects
• Adaptable/flexible -- enjoys doing work that requires frequent shifts in direction
• Achievement-oriented -- enjoys taking on challenges, even if they might fail
• High stress tolerance -- thrives in a high-pressure environment