Customer Relations and Administrative Coordinator

18 hours ago

Vista, California, United States COAST TO COAST RESTORATION INC Full time
Customer Relations and Administrative Assistant

We are seeking a highly organized and detail-oriented individual to join our team at Coast to Coast Restoration Inc. as a Customer Relations and Administrative Assistant. This role involves managing customer interactions, coordinating with internal teams, partners, and insurance companies, and playing a crucial role in administrative tasks to ensure the smooth flow of operations within the company.

Key Responsibilities:
  • Customer Communication: Serve as the initial point of contact for customer inquiries via multi-line phone, email, and Yelp, and contact leads from partners.
  • Appointment Scheduling: Update and manage the calendar with appointments, call and confirm appointments, and schedule estimators and technicians for mitigation/repairs/custom appointments.
  • Administrative Tasks: Maintain software platform with all new jobs and import documents to keep files up to date, coordinate with the mitigation team when scheduling technicians for appointments, and handle accounts receivable for repairs and mitigation, including processing client payments and billing.
  • Financial Coordination: Coordinate pick up of payment with Project Managers via email for progress payments, maintain many files and ensure the organization of accounts receivable for the mitigation department, establish frequent contact with insurance companies to check on the status of payments, and submit billing documentation to insurance when necessary.
  • Documentation and File Management: Create new customer files upon signing of new jobs using designated platform, keep customer files up to date with necessary documents, and file receipts and customer documents efficiently.
  • Project and Administrative Support: Create folders for Project Managers for each assigned job, keep the Active Job Project Manager board up to date, support estimators with contract creation and management, and support other office personnel with tasks/projects.
  • Social Media Marketing: Take responsibility for social media marketing on platforms such as Instagram, Yelp, and Kitchen & Bath Association page, and keep various social media platforms up to date with creative posts to engage current and prospective clients.
Qualifications:
  • Strong organizational skills and attention to detail.
  • Excellent communication skills.
  • Ability to multitask and prioritize effectively.
  • Proficiency in using tools such as Basecamp, SignNow, MICA, Adobe, and Brightserv.
  • Familiarity with social media platforms for marketing purposes.
  • Experience in accounts receivable and customer relations is preferred.
  • Experience in Reconstruction and Mitigation/Remediation is preferred but not required.
Work Schedule:
  • Normal hours of work are 8:00 am to 5:00 pm, Monday-Friday.

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