Lead Administrative Assistant

Servpro•San Leandro, CA

About The Position

SERVPRO Team Drake is seeking a highly organized, experienced, and motivated Lead Administrative Assistant to help oversee daily administrative operations and support its restoration team. The role helps maintain an efficient administrative department, support project teams, coordinate workflows, and provide excellent customer service. The successful candidate will take initiative, demonstrate accountability, lead by example, and help guide and develop administrative team members while maintaining accuracy and professionalism. The position supports administrative processes for water mitigation, fire damage, contents restoration, mold remediation, and reconstruction projects. It involves coordination with project managers, coordinators, schedulers, field personnel, customers, insurance representatives, vendors, and internal departments. The role also supports accurate documentation, quality control, and consistent use of company software and tracking systems. This is a full-time position with a 40-hour workweek. Hours fall between 7:00 a.m. and 7:00 p.m., and flexibility to work overtime when required is necessary. Compensation is $24.00–$27.00 per hour, with competitive pay based on experience. The position is located in San Leandro, California.

Requirements

At least 2 years of administrative experience in the restoration, mitigation, insurance restoration, or property damage industry is preferred.
Experience in a Lead Administrative Assistant, Senior Administrative Assistant, Office Coordinator, or similar leadership position is preferred.
Strong understanding of water damage mitigation, fire restoration, mold remediation, and reconstruction workflows.
Familiarity with insurance claims, restoration documentation, and job file requirements.
Strong organizational skills and ability to multitask and prioritize competing deadlines.
Strong written and verbal communication skills.
Ability to lead, train, and support team members.
High attention to detail, accuracy, and follow-through.
Ability to remain calm, professional, and solution-oriented under pressure.
Strong computer skills, including Microsoft Office, Outlook, Excel, and digital file management.
Ability to work independently while collaborating effectively with multiple departments.
Dependable, proactive, and committed to delivering quality work.
Flexible to work overtime when required.

Nice To Haves

Experience working for a SERVPRO franchise or another restoration company.
Familiarity with restoration management and documentation software such as Encircle, DryBook, XactAnalysis, Xactimate, MICA, or MICA Exchange.
Experience developing administrative processes, training materials, or workflow procedures.
Bilingual English/Spanish skills.

Responsibilities

Assist the Office Manager in overseeing daily administrative operations and ensuring tasks are completed accurately and efficiently.
Provide daily guidance, training, and support to administrative assistants and front-office personnel.
Coordinate administrative workloads, prioritize assignments, and monitor task completion.
Serve as a primary point of contact for administrative questions, escalations, and operational support.
Identify opportunities to improve office procedures, communication, and overall efficiency.
Assist with onboarding and training new administrative employees.
Promote accountability, teamwork, professionalism, and a positive work environment.
Support administrative processes related to water mitigation, fire damage, contents restoration, mold remediation, and reconstruction projects.
Assist with coordinating new loss intake, job assignments, scheduling, and communication between departments.
Monitor incoming work orders, customer requests, and project updates to ensure timely follow-up.
Work with Project Managers, Project Coordinators, Schedulers, and field personnel to maintain accurate job information.
Communicate professionally with property owners, insurance representatives, vendors, and internal team members.
Assist with escalated customer concerns and ensure timely, professional resolutions.
Oversee proper handling of incoming calls, emails, customer inquiries, and new loss notifications.
Ensure customers receive accurate information and timely project communications.
Maintain professional relationships with internal departments, insurance partners, and external vendors.
Review administrative work for completeness, accuracy, and compliance with company procedures.
Help maintain accurate digital job files, customer information, and project documentation.
Support consistent use of company software, tracking systems, and shared documentation platforms.