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Production Support Specialist

2 months ago

White Plains, New York, United States BELFOR Property Restoration Full time
Job Overview

The Production Support Specialist plays a crucial role in delivering administrative assistance within a dynamic office setting. This position primarily focuses on aiding the Production Team and Project Managers. The ability to exercise independent judgment is essential for effectively planning, prioritizing, and organizing a varied workload.

Experience and Qualifications
  • Minimum of 2 years of experience in general office administration
  • Preferred background in construction, restoration, or insurance sectors
  • Proficient in G-Suite applications (Gmail, Sheets, Google Drive)
  • Strong knowledge of Microsoft Office, particularly Word and Excel
  • Fluency in the English language, both written and spoken
  • Capable of multitasking in a fast-paced office environment
  • Excellent written and verbal communication abilities
  • Meticulous attention to detail and a strong sense of responsibility for safeguarding confidential information
  • Solid understanding of customer service principles and practices
  • Able to work under tight deadlines to fulfill specific obligations
  • Strong organizational skills and proficiency in data entry
Physical Requirements
  • Occasional lifting of 5-40 lbs without assistance (up to 15% of the time)
  • Ability to sit for extended periods
  • Manual dexterity for keyboarding and other repetitive tasks
  • Capability to bend, crouch, or stand as necessary

Reasonable accommodations may be provided to enable individuals with disabilities to perform essential functions.

Key Responsibilities
  • Assist in project pre-planning activities
  • Process new leads and enter them into appropriate systems
  • Maintain daily production and on-call schedules
  • Manage job files and project documentation, including auditing for billing accuracy
  • Monitor, audit, and file daily paperwork from field operations
  • Maintain customer files through digital databases and physical filing systems
  • Provide customer support by contacting clients as needed
  • Set up purchase orders for subcontractors
  • Obtain material quotes and manage materials lists
  • Perform general administrative tasks, including ordering supplies and managing shipments
  • Assist with travel arrangements such as hotel bookings and flight reservations
  • Conduct miscellaneous management reporting
  • Coordinate onboarding and training for new field personnel
  • Support field staff with technology needs and troubleshooting
  • Ensure all communications align with BELFOR's practices, processes, and standards
  • Undertake additional projects and duties as assigned