Administrative Assistant

SERVPRO of Pewaukee & Sussex•Village of Pewaukee, WI

31d•$40,000 - $55,000•Onsite

About The Position

SERVPRO of Pewaukee & Sussex is hiring an Administrative Assistant! As an Administrative Assistant, you would be asked to assist office teammates and all customers by handling office tasks, providing polite and professional assistance via phone and e-mail, and generally being a helpful and positive presence in the workplace. 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.

Requirements

High school diploma/GED (preferred)
Attention to detail and problem-solving skills
Excellent written and verbal communication skills
Strong organizational skills with the ability to multi-task
Ability to successfully complete a background check subject to applicable law

Responsibilities

Perform fundamental daily administrative tasks to assist the office team
Coordinate crew and job scheduling
Perform detailed and accurate data entry
Assist other departments, as needed
Running the day-to-day office, front-desk/reception oversight, mail and correspondence, calendar and meeting coordination, and general administrative support
Ordering and managing office supplies and equipment, maintaining the physical office space, coordinating repairs, and managing office-related vendors (janitorial, utilities, service contracts)
Maintaining filing systems (physical and digital), document control and retention, data entry oversight, and keeping records organized and retrievable
Managing phone systems, routing communications, coordinating travel and events, and scheduling across the team
Petty cash, expense tracking, light bookkeeping, and Payroll Processing
Writing job descriptions, posting openings, sourcing candidates, screening, interviewing, extending offers, and running background checks and drug screening
New-hire paperwork, orientation, I-9/E-Verify and work-authorization, benefits enrollment, and the full separation process (final pay, equipment return, exit interviews, unemployment claims). Desk/equipment setup for new hires according to the position.
Administering health, dental, retirement, and other benefits; managing open enrollment; pay-structure and compensation decisions; and coordinating or running payroll.
Insurance renewals, SERVPRO Corporate APA Validation, Background checks, Employment-law compliance, workers' compensation and injury reporting, maintaining the employee handbook and required postings, and audit readiness.
Maintaining personnel files, time-and-attendance and leave/PTO tracking, and managing the HRIS.
Generating invoices, ensuring pricing and estimates reconcile (in restoration: reconciling against Xactimate or other estimating output), and making sure documentation supports the charges before billing goes out.
Tracking receivables, running aging reports, following up on outstanding balances, managing collections, and applying payments/deposits.
Submitting billing to carriers, working with adjusters on payment, assembling final documentation packages to accompany final invoices, and negotiating with third-party reviewers to secure full payment.
Handling billing disputes, resolving customer/carrier questions, and managing credits and adjustments.