Customer & Administrative Specialist

DE Investments INC•Monroe, LA

About The Position

In this role, you will be responsible for playing a vital role in supporting daily operations by ensuring timely, accurate communication between customers, office staff, and field teams. This position is responsible for promptly dispersing customer information to the Office Coordinator, managing incoming inquiries with professionalism, and resolving customer concerns efficiently. The representative accurately enters claim information into company systems, finalizes schedules, manages payroll data, and oversees critical documentation such as First Notice of Loss (FNOL) and work-in-progress (WIP) updates. Additional responsibilities include handling all mail, emails, and faxes, confirming subcontractor activities, maintaining inventory levels, and providing daily reports to the DCS. A key contributor to team collaboration, the Customer Service Representative fosters a positive work environment through proactive communication and solution-focused support.

Requirements

Strong verbal and written communication abilities to interact professionally with customers, coworkers, and third parties.
Demonstrates patience, empathy, and professionalism while effectively addressing and resolving customer concerns.
Ability to manage multiple tasks simultaneously, prioritize effectively, and maintain detailed and accurate records.
High level of attention to detail when entering claim information, payroll data, and documentation into company systems.
Efficient in meeting deadlines and responding promptly to customer inquiries and internal requests.
Approaches challenges with a solution-oriented mindset and actively contributes to positive outcomes.
Works well within a team environment, contributing to a supportive, respectful, and productive workplace culture.
Comfortable using office software (Microsoft Office Suite), email systems, and specialized platforms for scheduling, claim entry, and documentation (e.g., CRM or restoration software).
Maintains a courteous, respectful demeanor and represents the company positively in all interactions.
Remains flexible in a dynamic work environment, adjusting to shifting priorities and evolving procedures as needed.
High school diploma or GED required.
1–2 years of customer service experience in an office, administrative, or service-oriented environment required
Proficiency with office software, including Microsoft Office (Word, Excel, Outlook), and experience using customer relationship management (CRM) systems or restoration job management platforms preferred.
Experience in handling multi-line phone systems, data entry, and document management is strongly preferred.
Successful completion of a background check.
Motor Vehicle Report complete with requirements met for being insured on company vehicle insurance policy.
Verification of your qualifications and references.
Acceptance and compliance with the Company’s employment policies and guidelines as stated in the Employee Handbook.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Communications, or a related field is preferred.
experience in the restoration, insurance, or construction industry is a plus.
Familiarity with basic payroll processes, scheduling, and administrative support tasks is beneficial.
Demonstrated ability to work in a fast-paced, team-oriented environment with a strong focus on customer satisfaction and operational accuracy.

Responsibilities

Disperse Customer Information to Office Coordinator
Regularly monitors and proactively responds to customer needs and inquiries in a professional, timely manner.
Proactively monitors customer feedback and professionally resolves customer concerns effectively and promptly.
Regularly audits phone messages from customers or COIs, ensuring all messages receive timely follow-up.
Enter all Claim Info into Systems
Regularly finalizes schedules promptly, enabling effective customer communication.
Accurately and timely reports payroll information consistently.
Effectively disperses accurate and timely customer information to Office Coordinator.
Daily Customer Communication & Documentation Assistance
Effectively manages all incoming and outgoing mail, email and faxes promptly and accurately.
Consistently oversees the job file process, including accurate scheduling and maintaining a complete, updated WIP board.
Completes FNOL documentation accurately and on time consistently.
Confirm subcontractor activity.
Performs payroll administration accurately and submits promptly for approval.
Effectively maintains appropriate office inventory levels, preventing shortages or excess stock.
Consistently enters accurate claim information across all required systems promptly.
Provides accurate and timely daily reports to DCS consistently.
Daily Report Out to DCS
Actively encourages and participates in team collaboration, consistently promoting mutual respect.
Consistently redirects complaints toward proactive problem-solving and solution-oriented thinking.