Administrative Assistant

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.