Office Administrator/File Coordinator

PuroClean•Southlake, TX

1d•Onsite

About The Position

PuroClean is seeking an Office Administrator/File Coordinator to manage the office team and oversee daily administrative operations. This role involves managing all aspects of accounting and reporting, ensuring adherence to accounting guidelines, and auditing job files for complete documentation. Responsibilities include handling incoming calls and leads, routing technicians, performing general clerical duties, and light cleaning. The position requires developing and implementing an annual office administration plan and budget to improve productivity, serving as the in-house expert for QuickBooks, Microsoft Excel, and Microsoft Office. Additionally, the role focuses on managing and improving customer satisfaction, resolving complaints, and ensuring the efficient operation and support of all business functions. Key objectives include ensuring proper accounting procedures, accurate and timely reporting, complete customer file documentation, and competent administrative staff performance.

Requirements

Proficient using Xactimate & Symbility/Mobile Claims estimating platforms
Experienced in XactAnalysis, Claims Connect, MICA, Dash software platforms
Experience with program work from all major insurance carriers
Understanding of safety guidelines and ability to manage them on site and while traveling
IICRC certified in ASD, WRT and AMRT
Proven experience as a back-office assistant, office assistant or another relevant administrative role in property restoration or construction
Focus on personal development, team building, and leadership skills is essential
Attention to detail, aptitude for multitasking and calm under pressure
Thorough understanding of office management procedures
Excellent organizational and time management skills
Ensure clear communication with entire staff, ability to manage relationships
Aptitude with record keeping, easily accessing information, and communicating ‘the message’
Awareness and respect for safety, using care are caution with teammates and customers
Strength with multitasking and handling deadlines, organizational and leadership skills
Ability to learn quickly and flexible with change and professional challenges
Proficient in MS Office, Dash, MICA/Mitigate, Xactimate and DocuSketch

Responsibilities

Managing Customer and client satisfaction and representing and improving brand operations
Sort and distribute communications in a timely manner
Perform receptionist duties
Being proactive in resolution of customer issues, concerns and complaints
Managing documentation related to jobs, compliance, scheduling, and delegation of responsibilities
Maintaining employee documentation, new hire orientations, and managing invoices, petty cash and duties related to office administration
Continue professional development of PuroClean® specific skills and expertise: office procedures and processes
Safety and risk management, following and maintaining guidelines for all field staff and office personnel
Schedule and plan meetings and appointments
Track inventory of supplies and equipment
Maintain trusting relationships with suppliers, customers and colleagues
Handle collections on outstanding invoices