Operations Assistant

3 weeks ago


Vista, California, United States COAST TO COAST RESTORATION INC Full time
Job Overview
We are a local home remodeling and restoration company seeking an experienced Operations Assistant to join our team. As a key member of our administrative team, you will be responsible for managing customer interactions, coordinating with internal teams, partners, and insurance companies, and ensuring the smooth flow of operations within the company. This is an excellent opportunity for someone who enjoys providing exceptional customer service and is detail-oriented. If you have experience in reconstruction and mitigation/remediation, that is a big plus

Main Responsibilities:
  • Customer Communication:
    • Act as the primary point of contact for customer inquiries via phone, email, and online platforms.
    • Provide prompt and professional responses to customer inquiries.
  • Appointment Scheduling:
    • Manage and maintain accurate calendars for appointments with clients, estimators, and technicians.
    • Confirm appointments with clients and ensure timely follow-ups.
  • Administrative Tasks:
    • Maintain accurate records and update software platform with new jobs and documents.
    • Coordinate with the mitigation team to ensure efficient scheduling.
    • Process client payments and billing for repairs and mitigation services.
  • Financial Coordination:
    • Coordinate payment pickup with project managers and ensure timely submission of billing documentation to insurance companies.
    • Organize and maintain accurate accounts receivable files for the mitigation department.
    • Regularly communicate with insurance companies to verify payment status.
  • Documentation and File Management:
    • Create new customer files upon signing of new jobs using designated platform.
    • Ensure customer files are up to date with necessary documents.
    • Efficiently file receipts and customer documents.
  • 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.
    • Support other office personnel with tasks/projects.
  • Social Media Marketing:
    • Develop and implement social media marketing strategies on platforms like Instagram, Yelp, and Kitchen & Bath Association page.
    • Create engaging content to attract current and prospective clients on social media platforms.

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