Administrative Specialist

Administrative SpecialistIndianapolis, INReports to: HR and Operations Administrator Hourly Range: $20 - $22 (based on experience)Job Type: Full-timeSchedule: Monday to Friday – 8:00am to 4:30pmRole 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 SupportAssist with social media content posting and maintaining online company profiles.Gather project photos, videos, and testimonials for marketing and documentation purposes.Customer Service SupportServe 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 SupportAssist 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 SupportProvide 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 SupportAssist 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 InsuranceHealth Savings Account (HSA)Life InsuranceDental Insurance (100% Employee-Paid Benefit)Vision Insurance (100% Employee-Paid Benefit)401(k) with company matchPaid time off and holidaysProfessional Development AssistanceRequired Skills:Microsoft Office (Word, Excel, Outlook)Strong verbal and written communicationEmpathy and professionalism (customers are often stressed after property damage)1-3 years of experience in customer serviceHigh attention to detail and accuracy in data entry and documentationPreferred (but not needed) Skills:Knowledge of water mitigation, mold remediation, or fire restoration processesBasic understanding of social media engagement and content coordinationBasic accounting skills