Project Manager Assistant

Pro-Claim Group

21d • $45,000 - $60,000

About The Position

The Project Administrator (PA) works directly with the Project Manager. This position focuses on introductory customer contacts, managing, creating job files, providing updates, and maintaining accurate information on working files while providing excellent customer service to our clients. While growing with the team, you will be consistently learning and working with our estimating software, Xactimate, and our project management software, Restorify and Encircle, and generating invoices. The PA is also responsible for scheduling and dispatching the team, assuring that all proper paperwork used by technicians is in place, and assisting the Project Coordinator on a daily basis.

Requirements

• Proficient with all Microsoft Office programs (Excel, Word, PowerPoint, and Outlook).
• Great interpersonal and communication skills.
• A high school diploma or equivalent.
• Being punctual and keen to learn is essential to the role.
• You must be a team player who is willing to go above and beyond to help your team.

Nice To Haves

• Customer service experience preferred.
• Construction and/or Restoration experience is an asset.
• Administrative or Office experience is an asset.
• A minimum of 30 post-secondary school credits is considered an asset.
• Scheduling and dispatching experience is preferred.

Responsibilities

• Opening and creating new jobs on Restorify and Encircle, and managing and creating our internal e-files.
• Contacting customers and homeowners to gain and pass on job information.
• Contacting and updating all stakeholders on insurance claims.
• Ensuring all required job documentation is uploaded in a timely manner to the insurance portals for insurance claims.
• Maintaining scorecards and KPI’s.
• Weekly production meetings with project management teams to ensure file status accuracy.
• Performing customer satisfaction inquiries upon job completion and following up with homeowners to collect “nice job” reviews.
• Scheduling and dispatching technicians and sub-trades.
• Ensuring all forms and documents needed by our field team are stocked and accessible at all times.
• Handling incoming and outgoing calls.
• Managing all job-related documents in the office for each Project Coordinator's related jobs and files.
• Working with our estimating software (Xactimate) to enter sketches, scopes, and create estimates, and our project management software, Encircle.
• Reviewing and completing tasks in Encircle.
• Adding and tracking notes in Encircle.
• Creating final invoices, WDIRs, and FISTs, along with typing, editing, and formatting scopes and estimates.
• Liaising with the Flooring Specialists to set up appointments and incorporate information on the scope of repairs.
• Being able to multitask between different tasks in a high-pressure environment.
• Having the flexibility to deal with consistent changes between duties.
• Reviewing all incoming emails, vetting/triaging, and confirming what needs to be addressed.
• Managing all incoming documents for every job relating to Asbestos, Lead, and Mould results.
• Being open to assist with any additional task related to the coordination of jobs, including ordering materials and organizing equipment.
• Accounts payable and receivable support.
• Approving timecards for field staff.
• Completing cheque requests and incident reports.

Benefits

• FREE Extended Health and Dental Benefits!
• Tuition Reimbursement.
• $500.00 per year for each paramedical service we offer (i.e., massage therapy, physiotherapy, chiropractor).
• $750.00 per year for Mental Health-related services, such as clinical psychologists, registered clinical counsellors, etc.
• An additional $500.00 per year for single plans and $1000.00 per year for family plans via our Health Care Spending Account to put towards your extended health and dental benefits.
• We are a family-orientated and flexible work environment.
• We want our staff to do well, both in the workplace and in their personal life; our management team we’ll help you achieve your goals, both professionally and personally.
• Pro-Claim Calgary supports career advancements and continuous training!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED