Administrative Assistant

Job Description

Job Description

Job Title: Administrative Assistant

Position Type: 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.

Benefits:

• Flexible schedule
• Paid time off