Administrative Assistant

7 days ago

Lenexa, KS, United States IICRC Full time
Responsive Recruiter

Are you passionate about making a difference and helping people in their time of need? We are seeking an energetic, highly organized and customer-focused Administrative Assistant to join our team. In this role, you will handle a variety of office administrative tasks, ensuring seamless operations related to customer calls, job management, scheduling, and customer satisfaction. The ideal candidate will be detail-oriented, proactive, and dedicated to delivering exceptional service. This is an exciting opportunity for problem-solvers who thrive in dynamic, high-pressure environments.

Why You'll Love Working with Us:

  • Impactful Work: Play a crucial role in helping property owners recover from water and fire damage.
  • Dynamic Team Environment: Join a team of dedicated professionals committed to excellence and customer satisfaction.

Primary Responsibilities:

  • Phones/Scheduling:
    • Answer phones, provide outstanding customer service, and maintain a log of all calls.
    • Coordinate scheduling by supporting the Dispatcher to optimize crew utilization and ensure balanced job scheduling.
    • Support fleet maintenance scheduling, vehicle registration, and GPS tracking (as requested).
    • Manage the Work-in-Progress (WIP) board, keeping teams updated on daily schedules and job status.
  • Job File Management:
    • Complete First Notice of Loss documentation, ensuring accurate entry of customer and loss data into the system.
    • Prepare job file for crews and estimators, ensuring all required forms are sent to the job site.
  • Financial Administration (as requested):
    • Bill customers for services, ensuring timely invoicing.
    • Assist with Accounts Receivable to keep accounts current as needed.
  • Office Administration:
    • Maintain an organized file system and manage the company calendar, booking meetings and travel.
    • Handle outgoing and incoming mail, emails, and faxes, ensuring timely correspondence with customers and team members.
    • Monitor office and general supply inventory to ensure employees have what they need to stay productive.

Required Experience and Skills:

  • Minimum of 1-2 years of administrative experience.
  • Exceptional customer service skills and strong verbal and written communication abilities.
  • Ability to multitask in a fast-paced environment and prioritize responsibilities efficiently.
  • Strong organizational skills with a focus on detail and accuracy.

Why Join Us? We are committed to providing a supportive and collaborative work environment where every team member can thrive. If you're a motivated individual looking to make a difference, we encourage you to apply and be part of a growing team that values professionalism, teamwork, and customer satisfaction.

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