Office Administrator/File Coordinator

PuroClean of Southlake•Southlake, TX

2d•$33,280 - $37,440•Onsite

About The Position

PuroClean, a leader in emergency property restoration services, helps families and businesses overcome the devastating setbacks caused by water, fire, mold, biohazard, and other conditions resulting in property damage. This role involves managing the office team to perform and assist with the organization and running of the daily administrative operations of the company. It also includes managing all aspects of accounting and reporting, implementing and adhering to accounting guidelines and reporting requirements, and ensuring all job files are properly audited and contain all required documentation. The position also entails taking incoming calls and routing to the appropriate department, taking incoming leads, assisting in routing technicians, and general clerical duties and light cleaning. The Office Administrator/File Coordinator will develop and implement an annual office administration plan and budget to improve productivity, serve as the in-house expert on utilizing QuickBooks, Microsoft Excel, and Microsoft Office, and manage and improve customer satisfaction, including the resolution of customer complaints. The role ensures the efficient operation and appropriate support of all business functions, proper accounting procedures are followed, all reporting is accurate and timely, customer files contain proper documentation, and the office team is competent and effective in all administrative tasks. All customer complaints are resolved quickly to the satisfaction of the customer.

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