Future Opening: Administrative Assistant

Administrative Assistant Job Description

Location: Olyphant, PA Reports to: President

Position Overview: Restoration 1 of Mt Pocono is seeking a reliable and detail-oriented Administrative Assistant to provide administrative and customer service support to our restoration team. This role is critical in ensuring smooth office operations, accurate documentation, and excellent communication between customers, technicians, and management.

Key Responsibilities:

• Customer Service & Communication - Answer and direct incoming calls, emails, and online inquiries in a professional manner.
• Greet walk-in customers and ensure they are assisted promptly.
• Communicate with customers regarding scheduling, project updates, and billing questions.
• Coordinate with insurance adjusters and property managers when required.
• Scheduling & Job Coordination - Schedule and confirm appointments for inspections, mitigation, and repairs.
• Dispatch technicians to job sites and adjust schedules as needed.
• Track project progress and provide updates to project managers and customers.
• Maintain an organized calendar of jobs, follow-ups, and deadlines.
• Administrative & Office Support - Prepare, organize, and maintain customer files (digital and paper).
• Assist with estimates, invoices, and billing, including entering data into Xactimate or other platforms.
• Order and manage office and field supplies, ensuring technicians have needed materials.
• Assist with compliance paperwork and certifications (e.g., IICRC records, insurance documents).
• Handle confidential information with discretion.
• Team Support - Support hiring and onboarding processes by scheduling interviews and preparing new-hire paperwork.
• Assist management with reporting, payroll preparation, and record-keeping.
• Provide general support to technicians and project managers to keep jobs running smoothly.

Qualifications:

• High school diploma or equivalent; associate's degree or higher preferred.
• Previous administrative or office experience required (experience in restoration, construction, or related field a plus).
• Proficiency with MS Office Suite and/or Google Workspace; experience with Xactimate a strong advantage.
• Excellent communication and organizational skills.
• Ability to multitask in a fast-paced environment.
• Strong customer service skills and professional phone etiquette.
• High attention to detail and accuracy in data entry and scheduling.

Working Conditions:

• Full-time position, Monday–Friday (with occasional after-hours support if jobs require).
• Office-based, with regular communication to field staff and customers.
• Fast-paced environment with shifting priorities based on emergency restoration needs.

Salary & Benefits:

• Competitive hourly wage or salary based on experience.
• Health benefits package (medical, dental, vision) available soon.
• Paid time off, holidays, and potential performance bonuses.
• Opportunities for career growth in the restoration industry.

Compensation: $36,000.00 per year