Administrative Assistant

Full-time - Entry Level

Grand Rapids, MN

About the position

An Administrative Assistant plays a pivotal role in facilitating efficient office operations and ensuring seamless communication with customers, stakeholders, and team members. This position involves diverse responsibilities, ranging from customer service, scheduling of jobs, job management and tracking, drafting correspondence, creating and filing reports and other duties as assigned. We have a sincere drive toward the goal of helping make fire and water damage 'Like it never even happened!' We are a family owned, and veteran ran company with a welcoming and energetic culture.

Responsibilities

• Answer phones, provide exceptional customer service, and maintain a detailed call log
• Coordinate schedules to optimize work efficiency and balanced 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 3 days of completion of job
• Prepare job paperwork for Crew/Estimators and ensure timely conversion of estimates
• Oversee job file documentation, communications, and subcontractor activities
• Filing and photo transfer daily for jobs
• Maintain compliance with National Accounts Program Agreement (NAPA) and Third-Party Programs
• Manage franchise-specific compliance documentation and track fixed assets
• Bill customers for services, process payments, and manage accounts receivable
• Handle daily bookkeeping, prepare financial reports, and manage petty cash
• Maintain an organized file system and company calendar/schedule
• Manage outgoing/incoming mail, email, and faxes, as well as review and route Bulletins
• Ensure proper on-hand delivery of office and general supplies
• Maintain open communication with the General Manager regarding issues, concerns and needs
• Perform other job duties as assigned

Requirements

• High school diploma or equivalent required
• 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

Benefits

• Competitive compensation
• Flexible Scheduling
• Opportunities for advancement with hard work and experience
• PTO (Paid Time Off)
• Overtime opportunities