Administrative Assistant
Servpro•Grand Rapids, MN
•Onsite
About The Position
The Administrative Assistant facilitates efficient office operations and supports communication with customers, stakeholders, and team members. The role includes customer service, scheduling and tracking jobs, drafting correspondence, creating and filing reports, bookkeeping, billing, and other administrative duties. The position supports a family-owned, veteran-run company focused on restoring fire- and water-damaged properties.
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 in 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 support work efficiency and balanced job scheduling.
- Manage the Work-in-Progress (WIP) Board and keep staff informed of 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 filing system and company calendar and schedule.
- Manage incoming and outgoing mail, email, and faxes; review and route bulletins.
- Ensure office and general supplies are available for on-hand delivery.
- Maintain open communication with the General Manager about issues, concerns, and needs.
- Perform other job duties as assigned.
Benefits
- Overtime opportunities
- Opportunity for advancement
- Paid time off
- Training and development
- 401(k)
- Competitive salary
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
