Administrative Assistant

SERVPRO of Preferred Fire and Water, LLC•Grand Rapids, MN

7d•$18 - $23•Onsite

About The Position

The Administrative Assistant facilitates efficient office operations and seamless communication with customers, stakeholders, and team members. Responsibilities span customer service, job scheduling and management, tracking, correspondence, reports, bookkeeping, and other duties as assigned. The company is family-owned and veteran-run, with a welcoming and energetic culture. Its goal is to help make fire and water damage “Like it never even happened!”

Requirements

High school diploma or equivalent.
Proven experience in administrative roles, preferably in a fast-paced office environment.
Familiarity with basic accounting principles, bookkeeping, and financial reporting.
Proficiency with computer applications and ability to adapt to new software applications.
Excellent communication, organizational, and multitasking skills.
Attention to detail and problem-solving skills.

Responsibilities

Answer phones, provide customer service, and maintain a detailed call log.
Coordinate schedules to optimize work efficiency and balance 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.
Complete estimates within three days of job completion.
Prepare job paperwork for crews and estimators and ensure timely conversion of estimates.
Oversee job-file documentation, communications, and subcontractor activities.
File documents and transfer job photos daily.
Maintain compliance with the National Accounts Program Agreement (NAPA) and Third-Party Programs.
Manage franchise-specific compliance documentation and track fixed assets.
Bill customers, process payments, and manage accounts receivable.
Handle daily bookkeeping, prepare financial reports, and manage petty cash.
Maintain an organized file system and company calendar and schedule.
Manage incoming and outgoing mail, email, and faxes; review and route bulletins.
Ensure office and general supplies are properly stocked and delivered.
Maintain open communication with the General Manager regarding issues, concerns, and needs.
Perform other duties as assigned.