Administrative Assistant

Job Description

Job Description

Servpro of Carrollton Administrative Assistant

 
Do you love helping people through difficult situations?
Then, don’t miss your chance to join our Franchise as a new Administrative Assistant. In this position you will be making a difference each and every day. We have a sincere drive towards the goal of helping make fire and water damage “Like it never even happened”!
We’re seeking someone who is great on the phone, who has excellent analytical skills, and who is a serious multi-tasker. If you are self-motivated and have superb interpersonal skills, then you’ll thrive in this work environment. Our idea of the ultimate candidate is one who is proactive, is experienced, enjoys providing excellent customer service to both teammates and customers, and loves taking ownership. Are you highly dependable and excited about routinely exceeding expectations? Then you may be our perfect hero !
As a valued SERVPRO® Franchise employee, you will receive a competitive pay rate with opportunity to learn and grow.
Primary Responsibilities
The Administrative Assistant is responsible for managing job files from initial intake through final invoicing and close-out. This role ensures that all job documentation is accurate, complete, and compliant with program requirements, enabling timely billing and supporting cash flow performance. This position serves as the critical link between Production, Estimating, and Accounting, ensuring all work performed is properly documented and invoiced.

• Monitor all job files daily to ensure completeness, accuracy, and compliance
• Audit job documentation including photos, notes, timestamps, and required forms
• Ensure all required production documentation is captured at point-of-service
• Review job files for accuracy prior to final upload and submission
• Review and/or prepare estimates based on scope, photos, and field input
• Ensure all work performed is accurately reflected in estimates
• Validate line items, labor, and materials against documented work
• Prepare estimates and billing invoices
• Coordinate crew and job scheduling
• Perform basic accounting functions such as A/P, A/R, bookkeeping and payroll
• Assist in employment recruiting activities
• Office administrative duties such as preparing email and written correspondence
• Perform detailed and accurate data entry
• Assist other departments, as needed

• 2+ year(s) of administrative or office-related experience
• Experience with billing, quality assurance, and scheduling a plus
• Experience in service industry environment a plus
• Possess polite, confident, and excellent customer service skills, including listening and questioning skills
• Excellent organizational skills and strong attention to detail
• Capability to work in a fast-paced, team-oriented office environment
• Proficient in Microsoft Office (i.e., Outlook, Word, Excel)
• Ability to learn new software, including Xactimate® and proprietary software
• Minimum of HSD/GED
• Able to successfully complete a background check subject to applicable law

• 40 hours/week, flexible to work overtime when required
• Vary between 7 a.m. and 7 p.m.