Administrative Assistant

Job Overview:

We are seeking a highly organized and detail-oriented Administrative Assistant to join our team. As an Administrative Assistant, you will play a crucial role in ensuring the smooth operation of our office. Your responsibilities will include providing administrative support, managing files and documents, transcribing and proofreading documents, and providing excellent customer support.

Essential functions

Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.

● Responsible for Answering Inbound Admin Phone Calls Prior to the Third Ring

● Identifying the service needed with each phone call and routing to the Appropriate Coordinator or Manager

● Utilizing Slack for effective Communication

● Communicating Customer Service issues and complaints, documenting actions and resolution

● General administrative work as necessary, including preparing reports and correspondence, reviewing correspondence, copying, and filing documents, entering computer data, and preparing spreadsheets, etc.

● Understanding of all company cycle times required for each job and phase

● Understand the claims flow process – Water Mitigation, Reconstruction, Contents, and other Environmental work

● Assist with entering all new jobs into CRM, update information, create folders, and update the team

● Assisting Coordinators to ensure that uploading photos, and other documents are appropriately described/titled and uploaded in real-time and follow up to get missing required data from homeowner and insurance information not obtained on the initial call

● Maintains the confidentiality of company, client, and personnel information.

● Assisting with Outbound Phones by performing QA, AR, or Pre-Production/Lead Confirmation Calls

Competencies

● Excellent verbal and written communication skills

● Excellent interpersonal and customer service skills

● Excellent organizational skills and attention to detail

● Excellent time management skills with a proven ability to meet deadlines

● Strong analytical and problem-solving skills

● Ability to prioritize tasks and to delegate them when appropriate

● Ability to function well in a high-paced and at times stressful environment

● Proficient with Microsoft Office Suite, Google Suite or related software

Supervisory responsibilities

No direct supervisory responsibilities for this position

Work environment

Office and administrative environments

Physical demands

Prolonged periods of sitting at a desk

Must be able to lift at least 15 pounds at a time

Travel required

Minimum travel outside the immediate operating area may be required

Required education and experience

● High school diploma or equivalent

● One or more years’ experience in Receptionist and Customer Service roles

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Job Type: Full-time

Pay: $17.00 - $20.00 per hour

Benefits:

Schedule:

Ability to Commute:

Ability to Relocate:

Work Location: In person