Administrative Assistant / Office Coordinator
Position Summary
We are seeking a highly organized and detail-oriented Administrative Assistant / Office Coordinator to support the daily operations of our growing disaster restoration company. This position serves as the central point of communication between customers, technicians, project managers, insurance carriers, and office staff. The ideal candidate thrives in a fast-paced environment, can manage multiple priorities simultaneously, and provides exceptional customer service during what can often be stressful situations for our clients.
Key Responsibilities
Customer Service & Communication
- Answer incoming calls and respond to customer inquiries professionally and promptly.
- Schedule inspections, emergency services, and project appointments.
- Communicate with customers regarding project updates and timelines.
- Handle incoming emails and direct communications to the appropriate team members.
- Maintain positive customer relationships throughout the restoration process.
Administrative Support
- Create and maintain job files in company software platforms.
- Assist with data entry, document management, and record keeping.
- Prepare reports, correspondence, and project documentation.
- Manage office supplies and coordinate vendor orders.
- Maintain organized digital and physical filing systems.
Insurance & Compliance Support
- Assist with insurance claim documentation and file management.
- Track required documentation and ensure files remain compliant.
- Coordinate communication between insurance adjusters, customers, and project teams.
Operations Coordination
- Schedule crews, equipment, and resources as needed.
- Monitor project statuses and assist with workflow tracking.
- Coordinate vehicle maintenance appointments and service records.
- Support production managers and project managers with administrative tasks.
- Help ensure projects move efficiently from intake through completion.
Billing & Collections Support
- Follow up on outstanding balances and required documentation.
- Maintain accurate customer account records.
Qualifications
- High School Diploma or GED required.
- Strong computer skills, including Microsoft Office Suite.
- Ability to multitask and prioritize in a fast-paced environment.
- Excellent verbal and written communication skills.
- Strong attention to detail and organizational skills.
- Bilingual (English/Spanish) is a plus.
What We Offer
- Competitive pay based on experience
- Paid time off and holidays
- Retirement plan opportunities
- Ongoing training and career development
- Supportive team environment
- Opportunities for advancement within a growing company
Ideal Candidate Traits
- Calm under pressure
- Highly organized and dependable
- Customer-focused mindset
- Strong problem-solving skills
- Self-motivated and proactive
- Team player willing to assist wherever needed
Job Type: Full-Time
Schedule: Monday – Friday, with occasional after-hours support during emergency events.
Apply Today: Join a team dedicated to helping families and businesses recover after water, fire, storm, and mold damage while making a meaningful difference in your community.
Work schedule
- 8 hour shift
- Monday to Friday
- On call
- Overtime
- Other
Supplemental pay
- Commission pay
Benefits
- Paid time off
- Dental insurance
- Vision insurance
- Life insurance
- Paid training
- Other