Administrative Assistant

Benefits: Health insurance Opportunity for advancement Paid time off Vision insurance 401(k) 401(k) matching Bonus based on performance Company parties Competitive salary Dental insurance SERVPRO of Pewaukee & Sussex is hiring an Administrative Assistant! Benefits SERVPRO of Pewaukee & Sussex offers: Competitive compensation Superior benefits Career progression Professional development And more! As an Administrative Assistant, you would be asked to assist office teammates and all customers by handling office tasks, providing polite and professional assistance via phone and e-mail, and generally being a helpful and positive presence in the workplace. Key Responsibilities Perform fundamental daily administrative tasks to assist the office team Coordinate crew and job scheduling Perform detailed and accurate data entry Assist other departments, as needed Position Requirements High school diploma/GED (preferred) Attention to detail and problem-solving skills Excellent written and verbal communication skills Strong organizational skills with the ability to multi-task Skills/Physical Demands/Competencies This is a role in a fast-paced office environment. Some filing is required which would require the ability to lift files, open filing cabinets, and bending or standing as necessary. Ability to successfully complete a background check subject to applicable law Each SERVPRO® Franchise is Independently Owned and Operated. All employees of a SERVPRO Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated Servpro Franchise. Servpro Franchise employees are not employed by, jointly employed by, agents of or under the supervision or control of Servpro Industries, LLC or Servpro Franchisor, LLC (the Franchisor), in any manner whatsoever. All Sample Forms provided by Servpro Industries to Servpro Franchises should be reviewed and approved by the Franchise’s attorney for compliance with Federal, State and Local laws. All Sample Forms are provided for informational purposes and Servpro Franchises may choose whether or not to use them. Potential Job Duties & Responsibilities include: Administrative operations — Running the day-to-day office, front-desk/reception oversight, mail and correspondence, calendar and meeting coordination, and general administrative support Facilities & supplies — Ordering and managing office supplies (Alyssa does a full kitchen inventory and helps maintain office supplies) and equipment, maintaining the physical office space, coordinating repairs, and managing office-related vendors (janitorial, utilities, service contracts). Records & information management — Maintaining filing systems (physical and digital), document control and retention, data entry oversight, and keeping records organized and retrievable. Communications & scheduling — Managing phone systems, routing communications, coordinating travel and events, and scheduling across the team. Financial support — Petty cash, expense tracking, light bookkeeping, and Payroll Processing. Talent acquisition — Writing job descriptions, posting openings, sourcing candidates, screening, interviewing, extending offers, and running background checks and drug screening. (Currently we are utilizing Career Plug) Onboarding & offboarding — New-hire paperwork, orientation, I-9/E-Verify and work-authorization, benefits enrollment, and the full separation process (final pay, equipment return, exit interviews, unemployment claims). Desk/equipment setup for new hires according to the position. Compensation & benefits — Administering health, dental, retirement, and other benefits; managing open enrollment; pay-structure and compensation decisions; and coordinating or running payroll. Compliance & risk — Insurance renewals, SERVPRO Corporate APA Validation, Background checks, Employment-law compliance, workers' compensation and injury reporting, maintaining the employee handbook and required postings, and audit readiness. HR records & systems — Maintaining personnel files, time-and-attendance and leave/PTO tracking, and managing the HRIS. Invoicing & billing — Generating invoices, ensuring pricing and estimates reconcile (in restoration: reconciling against Xactimate or other estimating output), and making sure documentation supports the charges before billing goes out. Accounts receivable & collections — Tracking receivables, running aging reports, following up on outstanding balances, managing collections, and applying payments/deposits. Insurance & claims billing — Submitting billing to carriers, working with adjusters on payment, assembling final documentation packages to accompany final invoices, and negotiating with third-party reviewers to secure full payment. Disputes & inquiries — Handling billing disputes, resolving customer/carrier questions, and managing credits and adjustments.