Assistant Office Manager

The Assistant Office Manager plays a key role in supporting a small team of 1-5 members by efficiently managing daily office operations. Reporting directly to Senior Management, this position involves coordinating schedules, handling customer service, managing inventory and documents, and facilitating smooth communication within the office. The role occasionally requires travel for job site evaluations and uses specialized office management software to optimize workflows. There are long-term opportunities for growth into a full-time position and potential advancement to an Office Manager role.

Responsibilities

• Manage daily office administration tasks
• Coordinate staff schedules and team activities
• Provide excellent customer service and communication
• Oversee inventory and document management
• Prepare reports and maintain accurate records
• Facilitate clear communication between team members and management
• Utilize office management software for workflow efficiency
• Travel occasionally for job site evaluations

Preferred Qualifications

• Minimum 2 years of experience in office administration
• IICRC Certification preferred
• Strong skills in office management and team coordination
• Effective communication and problem-solving abilities
• Proficiency in scheduling and organizational tasks
• Experience with Xactimate program

A flood and mold remediation company's office serves as the central hub for coordinating emergency response, customer communication, insurance documentation, and project management. Office staff answer emergency service calls, schedule technicians, dispatch crews and equipment, and communicate with homeowners, tenants, property managers, and insurance adjusters throughout the restoration process.

Administrative responsibilities include creating estimates, preparing invoices, reviewing moisture documentation and photo reports, maintaining job files, submitting insurance documentation, tracking equipment usage, ordering supplies, processing payments, and ensuring compliance with industry standards and company procedures. The office also manages customer service, follows up on ongoing projects, schedules inspections, coordinates with subcontractors, and monitors project timelines to ensure work is completed efficiently.

Because flood and mold restoration is often an emergency service, the office plays a critical role in prioritizing urgent situations, coordinating after-hours responses, and ensuring technicians have the information and resources needed to mitigate property damage quickly while maintaining clear communication with all parties involved.