Administrative Assistant

Job Description

Job Description

Position Summary

Amerestore Restoration is looking for a reliable, organized, and detail-oriented Administrative Assistant to support our office operations.

The Administrative Assistant plays an important role in keeping the office organized, ensuring information is accurate and up to date, and helping our team operate efficiently. This position will work closely with leadership, project managers, technicians, customers, vendors, and other team members.

The ideal candidate is a self-starter who can manage multiple priorities, follow established processes, communicate effectively, and take ownership of assigned responsibilities. You must be dependable, professional, positive, and willing to learn.

Attention to detail is a must. Positivity is Contagious!!

We are looking for someone who is:

• Dependable and punctual
• Organized and detail-oriented
• Professional and personable
• Positive and solution-oriented
• A strong communicator
• Able to multitask and prioritize
• Comfortable learning new software and technology
• Able to take direction and follow through
• Willing to help wherever needed
• Able to work independently while contributing to a team

Essential Roles & Responsibilities

Administrative Support

• Provide day-to-day administrative support to leadership and office staff.
• Assist with organizing and maintaining company records and documentation.
• Enter and maintain accurate information in company systems.
• Prepare documents, spreadsheets, reports, forms, and correspondence as needed.
• Assist with filing, scanning, copying, data entry, and general office organization.
• Monitor and maintain office supplies and assist with ordering as needed.
• Help ensure office procedures and administrative tasks are completed accurately and on time.
• Assist with special projects and other administrative duties as assigned.

Scheduling & Coordination

• Assist with maintaining company calendars and schedules.
• Coordinate meetings, appointments, and internal events.
• Help coordinate schedules between office staff, technicians, project managers, customers, and vendors.
• Keep scheduling information accurate and up to date.
• Assist with communicating schedule changes and updates to the appropriate team members.

Job & File Support

• Assist project managers and coordinators with maintaining accurate job files.
• Ensure required documentation is uploaded and organized in the appropriate systems.
• Assist with gathering missing information and documentation from field personnel.
• Maintain accurate customer and project information.
• Assist with reviewing files for completeness and bringing missing information to the appropriate team member's attention.
• Help keep jobs moving forward by supporting administrative needs throughout the project.

Customer & Vendor Communication

• Answer and direct incoming phone calls in a professional manner.
• Respond to general customer, vendor, and partner inquiries.
• Assist with scheduling and communicating appointments.
• Communicate with vendors and business partners as needed.
• Take accurate messages and ensure they are directed to the appropriate person.
• Maintain professionalism and a positive attitude in all communications.

Technology & Systems

The Administrative Assistant will be expected to learn and effectively use the company's technology platforms, including:

• Job Management Software
• Google Workspace
• Google Sheets
• Company phone and communication systems
• Other software and technology

Training will be provided; however, the ability and willingness to learn new technology is essential..

Communication & Teamwork

• Communicate clearly and professionally with employees, leadership, customers, vendors, and business partners.
• Work collaboratively with all departments to help the company operate efficiently.
• Bring issues, concerns, and potential problems to leadership's attention promptly.
• Maintain transparency and accurate communication.
• Support a positive and productive office environment.
• Assist team members when needed and contribute to a culture of teamwork.
• Follow company processes, procedures, and Standard Operating Guidelines.

Professional Expectations

The Administrative Assistant is expected to represent Amerestore Restoration professionally at all times.

This includes:

• Professional appearance and hygiene
• Positive attitude
• Dependable attendance and punctuality
• Professional communication
• Respectful interactions with coworkers and customers
• Maintaining confidentiality
• Attention to detail
• Following through on commitments
• Taking ownership of assigned responsibilities
• Willingness to learn and improve

Qualifications

• Previous administrative, office, customer service, or related experience preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to multitask and manage changing priorities.
• Proficient with computers and Microsoft/Google office applications.
• Ability to learn new software and technology quickly.
• Professional phone and email communication skills.
• Ability to maintain confidentiality.
• Strong problem-solving skills.
• Ability to work independently and as part of a team.
• Reliable attendance and punctuality are essential.
• Restoration, construction, insurance, or property management experience is a plus, but not required.

What We Offer

• Competitive pay
• Opportunities for growth and advancement
• Training and professional development
• Benefits package
• Positive team environment
• Opportunity to grow within a rapidly growing restoration company
• A team that values accountability, professionalism, and teamwork

Who We Are

Amerestore Restoration is America's Restoration Team , committed to doing restoration better than everyone else.

Our mission is to serve our clients and exceed their expectations through care, support, knowledge, and experience.

We believe our job is more than restoring buildings. It's about taking care of people.

If you are organized, dependable, positive, and ready to be an important part of a growing team, we'd love to hear from you!

MSA Cleaning Services was established in 1989 as a new construction cleaning company. In 1992 the business incorporated to become MSA Cleaning Services, Inc. The company established many new services from window cleaning, janitorial services, carpet and upholstery cleaning, tile floor maintenance, water and fire damage and later mold clean-up. Our President recognized the opportunities of the restoration industry and guided the company to restoration services. In 2004 the President changed the dba (doing business as) to Amerestore, America’s Restoration Team.
The company has continued to grow and now offers nationwide service and responds to natural disasters across the country. Since 2004, Amerestore has responded to several natural disasters from New York City all around the coast to Houston Texas
Today we regularly service Central Indiana and Louisville, Kentucky areas with a talented and very well-trained staff ready to respond to any water/fire/smoke losses or mold crisis as well as full Reconstruction Services.

Company Description

MSA Cleaning Services was established in 1989 as a new construction cleaning company. In 1992 the business incorporated to become MSA Cleaning Services, Inc. The company established many new services from window cleaning, janitorial services, carpet and upholstery cleaning, tile floor maintenance, water and fire damage and later mold clean-up. Our President recognized the opportunities of the restoration industry and guided the company to restoration services. In 2004 the President changed the dba (doing business as) to Amerestore, America’s Restoration Team. \r\nThe company has continued to grow and now offers nationwide service and responds to natural disasters across the country. Since 2004, Amerestore has responded to several natural disasters from New York City all around the coast to Houston Texas\r\nToday we regularly service Central Indiana and Louisville, Kentucky areas with a talented and very well-trained staff ready to respond to any water/fire/smoke losses or mold crisis as well as full Reconstruction Services.