Job Title: Office Administrator and Project Coordination
DEFINITION
This position is also responsible for receiving incoming digital and personal reception and communication from 8am-5pm weekdays and occasionally on call during time of inclement weather. To coordinate the clerical, administrative and some functions of selling and managing jobs on behalf of the Project Managers.
SUPERVISION RECEIVED
Receives direction from Managment and Owners.
ESSENTIAL FUNCTIONS OF THE POSITION
Coordinates and contacts customers for last minute changes regarding late arrivals for Office, Owners and Project Managers
Works with collections regarding collecting deductibles, progress payments and final payments from customers.
Coordinates with other departments and office staff to complete projects, paperwork and keep the processes timely for each project in PSA, obtaining permits and working with programs.
Communicates and Works with reports, inclusive of all schedules, appointments and reports
Maintains logs notes in PSA database and job field files, as necessary
Performs general administrative work as necessary, including preparing reports and correspondence, reviewing correspondence, copying and filing, preparing purchase orders, daily work orders and daily communication with the Supers and Project Manager about ongoing projects
Assists the office staff, the production management staff and sales staff, as needed
Provides quick and accurate responses to vendors, agents and clients
Coordinate and communicate with insurance companies, agents and clients regarding the process or need from beginning to end
Answers the phones from 8am-5pm weekdays, directs calls and office admin when needed
Demonstrates a positive image of the Company to staff and clients; this shall include oral and written communication and visual presentation
Applies all safety rules and regulations to work efforts and prevents work hazards
Communicated with Insurance companies and adjusters.
QUALIFICATIONS
Ability to:
Accurately manage schedules, including contacting customers regarding changes, delays and other issues
Provide exemplary customer service to clients, employees and vendors
Provide accurate and timely reports for project tracking and reporting
Manages crises as they occur
Assist in problem solving and in making the Company more effective and efficient
Work on call answering phones and entering jobs in PSA, as needed
Apply general mathematical and data entry skills
J o b D e s c r i p t i o n
Communicate clearly and concisely, both orally and in writing; must be proficient in reading and writing the English language
Generate timely information with accuracy and efficiency
Manage multiple projects at a time while paying strict attention to detail
Establish and maintain cooperative working relationships with those contacted through the course of work; gain cooperation through discussion and persuasion
Produce work in a timely, budgeted, scheduled and profitable manner
Apply established Company policies and procedures, including safety procedures and principles
Knowledge of:
Basic principles and practices of organization and administration
Modern office practices and technology, including Microsoft Office, Outlook, copiers, telephone, facsimile, etc.
Proper digital filing techniques, office efficiencies and timely processing of paperwork
Appropriate, pleasant and professional phone skills and resolution of customer complaints and issues
Industry software: Xactimate, Xactanalysis, PSA, Encircle and other similar programs
Professional ethics
English usage, spelling, grammar and punctuation; basic mathematics
Restoration industry language, practices and terminology; ability to seek out knowledge if new to the industry
Company policies and procedures
Pertinent federal, state and local laws, codes and regulations that govern the areas of the position
OSHA safety regulations as they pertain to the restoration industry; maintain an active role in monitoring the safety of yourself and other team members
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.
A typical way to obtain the knowledge and abilities would be:
Experience:
Two years of consistent professional experience in assigned or related field
Training/Education:
Student Pursuing a degree in Project Managment.
Bachlor's Degree in Project Mangement, Construction or simular.
License and Special Requirements:
Possession of, or ability to obtain an appropriate, valid driver’s license and satisfactory driving record
Computer literate with knowledge and experience in MS Outlook, Word, Excel, PowerPoint
PHYSICAL DEMANDS
Must possess:
Mobility to work in a standard office setting and use standard office equipment
Accurate vision to read printed materials and a computer screen
Ability to communicate in person, before groups, and over the telephone
Finger dexterity to operate a computer keyboard, writing implements, office equipment and calculator
Ability to occasionally bend, climb or balance, kneel, stoop, walk, push, and pull drawers open and closed to retrieve and file information
Ability to lift 25 lbs. necessary to perform job functions
Ability to use hands to handle, feel or operate objects, tools or controls and reach with hands and arms
WORKING CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing Company policies and procedures
EQUAL OPPORTUNITY EMPLOYER/AMERICANS WITH DISABILITIES ACT COMPLIANT/VETERAN’S
PREFERENCE POLICY/DRUG FREE WORKPLACE
Job Type: Full-time
Pay: $43,000.00 - $50,000.00 per year
Benefits:
Dental insurance
Flexible spending account
Health insurance
Paid time off
Vision insurance
401K
Schedule:
Monday to Friday 8am-5pm
Experience: Office: 1 year (Required)
Work Location: In person