Summary
We are seeking a highly organized and customer-focused Administrative Assistant to join our team. In this role, you will handle a variety of office administrative tasks, ensuring seamless operations related to customer calls, job management, scheduling, and customer satisfaction. The ideal candidate will be detail-oriented, proactive, and dedicated to delivering exceptional service.
Primary Responsibilities:
Phones/Scheduling
- Answer phones, provide outstanding customer service, and maintain a log of all calls.
- Coordinate scheduling by supporting the Dispatcher to optimize crew utilization and ensure balanced job scheduling.
- Support fleet maintenance scheduling, vehicle registration, and GPS tracking (as requested).
- Manage the Work-in-Progress (WIP) board, keeping teams updated on daily schedules and job status.
Job File Management
- Complete FNOL documentation, ensuring accurate entry of customer and loss data into the system.
- Prepare job paperwork for crews and estimators, ensuring all required forms are sent to the job site.
Financial Administration (as requested)
- Bill customers for services, ensuring timely invoicing.
- Assist with Accounts Receivable to keep accounts current as needed.
Office Administration
- Maintain an organized file system and manage the company calendar, booking meetings and travel.
- Handle outgoing and incoming mail, emails, and faxes, ensuring timely correspondence with customers and team members.
- Monitor office and general supply inventory to ensure employees have what they need to stay productive.
Required Experience and Skills:
- Minimum of 2 years of administrative experience.
- Exceptional customer service skills and strong verbal and written communication abilities.
- Ability to multitask in a fast-paced environment and prioritize responsibilities efficiently.
- Strong organizational skills with a focus on detail and accuracy.
Why Join Us?
We are committed to providing a supportive and collaborative work environment where every team member can thrive. If you're a motivated individual looking to make a difference, we encourage you to apply and be part of a growing team that values professionalism, teamwork, and customer satisfaction.