Administrative Specialist

Administrative Specialist

Indianapolis, IN

Reports to: HR and Operations Administrator Hourly Range: $20 - $22 (based on experience)

Job Type: Full-time

Schedule: Monday to Friday – 8:00am to 4:30pm

Role Summary:

The Administrative Specialist provides administrative and operational support to ensure the efficient day-to-day functioning of the restoration business. This role supports multiple departments, including Customer Service, Operations, Accounting, and Marketing, while helping maintain exceptional service for customers experiencing water, fire, storm, mold, and reconstruction-related losses. The Administrative Specialist plays a key role in supporting project flow, maintaining accurate records, coordinating communication, and assisting with business operations to ensure a positive customer experience and efficient internal processes.

Core Responsibilities:

Marketing & Business Development Support

• Assist with social media content posting and maintaining online company profiles.
• Gather project photos, videos, and testimonials for marketing and documentation purposes.

Customer Service Support

• Serve as a backup resource for incoming customer calls, emails, voicemails, and online inquiries.
• Monitor and respond to customer communications through company software platforms, including Captivated.
• Assist with appointment confirmations, reminders, and customer follow-up communications.

Project Coordination Support

• Assist with scheduling and administrative coordination between customers, project managers, estimators, and production teams.
• Help ensure project information, documents, and communications are accurately entered into company systems.
• Support project-related administrative tasks to help maintain efficient job flow from lead intake through project completion.

Administrative & Operations Support

• Provide administrative support to restoration, reconstruction, and office teams.
• Assist with data entry, document management, and recordkeeping within company software systems.
• Support daily office operations and special projects to improve efficiency and organization.

Accounting Support

• Assist with accounts payable functions, including entering vendor invoices, distributing invoices for approval, and maintaining organized accounting records.
• Support check processing, mailing, and vendor documentation.

Benefits:

• Health Insurance
• Health Savings Account (HSA)
• Life Insurance
• Dental Insurance (100% Employee-Paid Benefit)
• Vision Insurance (100% Employee-Paid Benefit)
• 401(k) with company match
• Paid time off and holidays
• Professional Development Assistance

Required Skills:

• Microsoft Office (Word, Excel, Outlook)
• Strong verbal and written communication
• Empathy and professionalism (customers are often stressed after property damage)
• 1-3 years of experience in customer service
• High attention to detail and accuracy in data entry and documentation

Preferred (but not needed) Skills:

• Knowledge of water mitigation, mold remediation, or fire restoration processes
• Basic understanding of social media engagement and content coordination
• Basic accounting skills