Administrative Assistant

SummaryWe 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/SchedulingAnswer 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 ManagementComplete 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 AdministrationMaintain 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.