Job Type: Full-Time
About SERVPRO of Southeast Portland: SERVPRO of Southeast Portland is a trusted leader in the restoration and cleaning industry. We provide services for fire, water, mold, and other disaster recovery needs. We are committed to providing exceptional service to our clients and delivering high-quality solutions with integrity. Join our team and be a part of a dynamic, customer-focused organization.
Position Summary: SERVPRO of Southeast Portland is seeking an experienced and organized Office Assistant Manager to oversee daily office operations and ensure the smooth functioning of our business. This position is critical to supporting the administrative, operational, and financial aspects of our restoration and cleaning services. The Office Assistant Manager will work closely with the leadership team, employees, and clients to maintain efficient workflows, manage customer relations, and ensure the office runs efficiently.
Key Responsibilities:
Administrative Management:
Oversee daily office operations and manage office supplies and equipment.
Organize and maintain office files, both physical and digital, ensuring proper filing and document retrieval.
Handle incoming phone calls, emails, and mail, directing inquiries to the appropriate department or individual.
Coordinate appointments, meetings, and company events.
Customer Service:
Provide excellent customer service, addressing client questions, concerns, and requests with professionalism and care.
Handle incoming leads, manage client accounts, and ensure timely follow-up with customers.
Maintain positive relationships with clients, vendors, and contractors to ensure smooth operations.
Accounting & Billing:
Process accounts payable and receivable and assist with monthly billing.
Prepare and submit invoices for services rendered, track payments, and manage account aging.
Work with the accounting team to reconcile statements and manage financial records.
Human Resources Support:
Assist with onboarding and training of new employees.
Maintain employee records, track attendance, and assist with payroll processing.
Ensure compliance with company policies and local regulations.
Compliance & Safety:
Ensure office operations comply with local, state, and federal regulations.
Monitor safety protocols and assist in ensuring all safety documentation is up to date.
General Office Support:
Assist the leadership team with special projects as needed.
Perform other administrative duties as assigned to ensure the smooth running of the office.
Qualifications:
Proven experience as an Office Manager, Administrative Assistant, or similar role, preferably in the restoration or service industry.
Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines.
Excellent communication skills, both written and verbal, with a customer-oriented mindset.
Proficiency in MS Office Suite (Word, Excel, Outlook) and general office equipment.
Experience with accounting software and financial processes preferred.
Ability to maintain confidentiality and handle sensitive information with discretion.
Strong attention to detail and problem-solving skills.
Knowledge of office safety and regulatory compliance is a plus.
A high school diploma or equivalent required; associate's degree or higher is preferred.
Bi-lingulae OK English is a must
Benefits:
Competitive salary based on experience.
Sick Pay
401K
Health, Dental, and Vision
SERVPRO of Southeast Portland is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.