Administrative Coordinator

Administrative Coordinator

This is a remote position. Our client is looking for an Administrative Coordinator to support their daily operations by managing customer communications, organizing administrative processes, and ensuring accurate coordination between clients, project managers, and internal teams. They are a full-service restoration company specializing in water damage, mold remediation, and fire restoration services, helping customers navigate urgent property recovery situations through reliable operational support and responsive service. This role serves as a central point of contact for incoming leads and ongoing client communication. The ideal candidate is highly organized, detail-oriented, and comfortable managing multiple priorities, including phone support, lead tracking, customer updates, inbox management, and administrative tasks.

Responsibilities:

• Serve as the first point of contact for incoming customer calls, providing a professional and helpful experience while gathering the information needed for scheduling and service coordination.
• Collect and maintain accurate customer details, including contact information, property details, requested services, and lead sources.
• Develop a strong understanding of company services, including water damage, mold remediation, and fire restoration, to confidently answer customer questions.
• Update and manage lead information within call tracking systems, Excel spreadsheets, and online lead platforms.
• Review daily project notes and prepare clear, professional client update emails based on the current status of each job.
• Ensure active customers receive timely communication updates, including initial updates, daily progress updates, and closing messages when projects are completed.
• Maintain accurate job statuses and communication records after customer updates are sent.
• Manage shared inboxes, ensuring messages are reviewed, organized, and properly addressed before the end of each day.
• Complete assigned administrative tasks and maintain accurate tracking of ongoing requests and follow-ups.
• Support compliance-related administrative activities and assist with additional operational needs as required.
• Provide support for real estate-related administrative tasks, including lease documentation, property inquiries, and maintenance request tracking.
• Maintain organized records, prioritize daily responsibilities, and ensure all operational information remains accurate and up to date.

Requirements:

• Advanced spoken and written English with strong professional communication skills.
• Comfortable handling customer conversations over the phone.
• Excellent organizational skills with strong attention to detail.
• Ability to manage multiple priorities while maintaining accuracy.
• Strong written communication skills for preparing customer-facing emails.
• Experience using spreadsheets, tracking systems, or administrative platforms.
• Ability to learn new software tools quickly and processes.
• Reliable availability and commitment to working during required business hours.

Qualifications:

• Previous experience in administrative support, customer service, operations coordination, dispatch, or client-facing roles.
• Experience managing communication, documentation, and follow-up processes.
• Strong problem-solving skills and ability to work independently in a remote environment.

Preferred Qualifications:

• Experience in restoration, construction, property management, or real estate industries.
• Familiarity with CRM platforms, lead tracking tools, or customer management systems.
• Previous experience supporting field-service teams or project-based operations.

Benefits:

• Full-time opportunity.
• 100% remote position.
• Monday–Friday schedule with required availability from 9:00 AM to 5:00 PM EST.
• Opportunity to gain experience supporting U.S.-based operations.
• Exposure to customer operations.