We are seeking two candidates for Admin Assistance.
Primary Role: Perform all office administrative tasks related to customer calls,
job management and tracking, scheduling of jobs and customer satisfaction
activities. Perform basic accounting duties relating to accounts receivable,
accounts payable, payroll, and banking. Perform general office duties such as
drafting correspondence, filing and creating reports.
A1. Key Responsibilities: Phones/Scheduling
1. Answer Phones, provide customer service, and maintain log of all calls:
Respond to customers in a courteous and professional manner at all times.
Answer questions utilizing the EZ Reference Flipchart, provide information
and as required, direct calls to the appropriate person for assistance and
track all calls.
2. Schedule coordination: Ensure work is scheduled and crews are utilized
efficiently, resulting in balanced job scheduling.
3. Manage Work-in-Progress (WIP) Board: Ensure staff is updated on daily
schedules and job status, resulting in informed crews.
A2. Key Responsibilities: Job File Management
1. Complete FNOL documentation: Verify all customers, COIs, source, and
loss data are entered into SERVPRO Office Automation (SOA), ensuring
accurate and complete SOA databases.
2. Prepare job paperwork for Crew/Estimator: Verify all appropriate forms are
sent to loss site.
3. Enter estimates: Convert Estimator’s scope into electronic estimate.
4. Job file documentation management: Ensure job files are accurate and
contain all required and pre-existing documentation, resulting in job data
completed accurately and electronically transferred to COI.
5. Job file communications: Ensure daily progress of jobs and pertinent job
data is captured as it happens and communicate with COI regarding
satisfaction of referred events, resulting in accurate reporting for job files and
COIs, reduced collection issues, and scheduled and completed reservices.
6. Confirm subcontractor activity: Ensure timely flow of scheduling, job
updates, and payment to/from subcontractors.
7. Perform job completions: Ensure correct invoices and complete job file
documentation and that customers receive all paperwork.
A3. Key Responsibilities: Compliance Documentation
1. Maintain National Accounts Program Agreement (NAPA) green status:
Ensure all required file uploads and job file audits are compliant and
communicate NAPA compliance issues to owner.
2. Maintain compliant Third-Party Program Status: Ensure job file
requirements of Third-Party program(s) are compliant and any issues are
communicated to Owner.
3. Maintain Franchise specific compliance documentation: Ensure required
forms and documentation is on file, current, and readily available for review.
4. Fixed asset tracking: Track and manage fixed asset inventory, ensuring
accurate fixed asset inventory records.
5. Update Business Resume: Ensure information is current and accurately
reflects Franchise capabilities.
Qualifications:
2 years plus in Admin Role
Able to communicate with customers and staff
Able to schedule jobs and dispatch technicians
Compensation:
$16.50-$18.00 DOE
401K
Overtime
Please contact Chrystal with your resume @ [email protected]