Summary
The Administrative Assistant plays a pivotal role in facilitating efficient office operations and ensuring seamless communication with customers, stakeholders, and team members. This position involves diverse responsibilities, ranging from scheduling and customer service to financial administration and compliance documentation
Primary Responsibilities
· Answer phones, provide exceptional customer service, and maintain a detailed call log
· Coordinate schedules to optimize work efficiency and balanced job scheduling
· Manage the Work-in-Progress (WIP) Board to keep staff updated on daily schedules and job statuses
· Complete First Notice of Loss (FNOL) documentation accurately
· Prepare job paperwork for Crew/Estimators and ensure timely conversion of estimates
· Oversee job file documentation, communications, and subcontractor activities
· Maintain compliance with National Accounts Program Agreement (NAPA) and Third-Party Programs
· Manage franchise-specific compliance documentation and track fixed assets
· Assist at times with providing documents for accounts receivable
· Maintain an organized file system and company calendar/schedule
· Manage outgoing/incoming mail, email, and faxes, as well as review and route Bulletins
· Ensure proper on-hand delivery of office and general supplies
· Perform other job duties as assigned
Education and Experience Requirements
· High school diploma or equivalent required
· Proven experience in administrative roles, preferably in a fast-paced office environment
· Familiarity with basic accounting principles, bookkeeping, and financial reporting
· Proficiency in computer applications and ability to adapt to new software applications
· Excellent communication, organizational, and multitasking skills
· Attention to detail and problem-solving skills* Prior experience working in the restoration industries preferred, not required.
Skills/Physical Demands/Competencies
This is a role in a fast-paced office environment. Some filing is required which would require the ability to lift files, open filing cabinets, and bending or standing as necessary. Ability to successfully complete a background check subject to applicable law
Each SERVPRO® Franchise is Independently Owned and Operated.
All employees of a SERVPRO Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated Servpro Franchise. Servpro Franchise employees are not employed by, jointly employed by, agents of or under the supervision or control of Servpro Industries, LLC or Servpro Franchisor, LLC (the Franchisor), in any manner whatsoever. All Sample Forms provided by Servpro Industries to Servpro Franchises should be reviewed and approved by the Franchise’s attorney for compliance with Federal, State and Local laws. All Sample Forms are provided for informational purposes and Servpro Franchises may choose whether or not to use them.