Field Office Administrator

BELFOR RESTORING MORE THAN PROPERTY Flooding. Fires. Windstorms. Hundreds of thousands of clients rely on BELFOR Property Restoration each year to rebuild their lives, homes, and businesses. We're Restoring More Than Property. With BELFOR specialists in every major metropolitan area in the USA ready to respond 24/7/365, we provide the fastest, highest quality service that's unmatched in the industry. The right response team can mean the difference between recovery and total loss. In the midst of chaos, you need an experienced company with a proven track record and solid relationships with leading insurance providers. BELFOR is looking for qualified candidates for the following position. BELFOR team members are a unique breed, committed to restoring not only property, but restoring lives for those affected by disasters, large or small. BELFOR also offers a wide range of benefit options including, but not limited to, 401(k), Medical, Dental, Vision, Disability, Life Insurance, Employee Assistance Program, Paid Holidays and Paid Time Off. Position Overview This position is responsible for making sure that a small field office is running smoothly. The Field Office Admin supports the local General Manager, is part of the team working with local operations and field staff, and works closely with various Home Office Departments to ensure company policies and administrative policies are followed. Field Office Administrators make sure that the office runs smoothly, which includes keeping supplies in stock, working with vendors, planning events, making sure the facilities are clean, orderly, and safe, and in coordination with the Home Office Accounting Department, manages the accounting functions as they relate to entering payables, recording receivables. Field Office Administrators are responsible for onboarding new hires, auditing and submitting payroll reports, supporting the GM and Estimators with month end functions, managing job files and communicating effectively with clients and employees. Job Duties Maintains office services by organizing office operations and procedures; preparing payroll; controlling correspondence; designing filing systems; Works in a supportive admin function for the operations and field staff. Manage online and paper filing systems Assist with recruitment of staff, including onboarding and induction to BELFOR to ensure BELFOR processes and standard are consistently met Assists GM in maintaining office efficiency by helping in planning and implementing office systems, layouts, and equipment procurement. Assists GM in designing and implementing office policies. Covering the front desk functions as they relate to phone calls, visitors and mail distribution Accounts Payable: Onboarding new vendors, maintaining vendor compliance, entering purchase orders, recording vendor invoices, running check runs and reconciling vendor accounts. Maintaining a local checking accounts and submitting all appropriate back up to Home Office Accounting. Customer Billing and Accounts Receivable: May enter rate and material transactions to create a customer bill, Recording Customer Invoices and sending out the Invoices to the appropriate Customer Billing Contact, Maintains a collections diary, receiving payments from customers and depositing funds to appropriate account(s), reconciles customers’ accounts. Assists GM and Estimators in ensuring all job costs are captured and posted timely and to the correct jobs. Assist with Month End by running timely and accurate management reports and entering requested adjustments to job files. Comprehensive understanding of customer service, principles and practices Work under time constraints to meet specific timelines Attention to detail and keen sense of safeguarding other people’s property and information Responsibilities Maintaining an organized workspace to ensure all incoming and outgoing communication is representative of BELFOR Practices, Processes and Standards Communicate effectively and timely with employees and clients on needs and updates Assist GM in applying as necessary and ensuring compliance with Federal and State DOL, EEOC, OSHA, Davis Bacon regulations. Timely creation of new jobs in JD Edwards as required Organizing and maintaining an up to date job file for Estimator/General Manager Review Participate in Bill Review process to ensure Client Job results are appropriate Improve employee and client retention rates through active communication and problem solving efforts Ensure compliance with vendor requirements Monthly Reconciliation of AP and AR statements Customer file maintenance; digital database and physical file system Ensuring accurate and timely payroll submissions. Ensuring new hires are on boarded timely and efficiently. Attend BELFOR sponsored operations and safety training courses as required Duties 2+ years general office management experience Strong math and data entry skillsConstruction or insurance industry experience preferred Microsoft Office (strong emphasis in Word & Excel) Good working knowledge of Google Gmail, Drive, Sheets, Docs and CalendarAbility to multitask in a fast-paced office environmentEnglish language literacy & fluencyOracle system experience ideal, including JD EdwardsMulti-line phone systemCustomer ServiceStrong written and verbal communication skills Physical Demands Occasional lifting from 5-40 lbs, unassisted (from 0-15% of the time)Sitting for extended periods of timeManual dexterity needed for keyboarding and other repetitive tasksThe ability to bend, crouch, or stand as necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Disclaimer The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified.