Our company is one of the largest and most successful SERVPRO franchises. We are growing and expanding throughout the Bay Area. We are a team of high performing individuals who work together to help our customers return their homes and businesses to original condition after a disaster. We also provide other services such as water restoration, fire restoration, and mold remediation.
Primary Role: Perform all office administrative tasks related to customer calls, job management and tracking, scheduling of jobs and customer satisfaction activities. Perform basic accounting duties relating to accounts receivable, accounts payable, payroll, and banking. Perform general office duties such as drafting correspondence, filing and creating reports.
Results Expected: All administrative work is processed and documented accurately and timely. Customers, COIs (Center of Influence), Production Team, Marketing Reps/ Estimators and the Office Manager/Owner are communicated to in a timely and accurate manner. Customer satisfaction is maintained at a high level. Processing of accounts payable and receivables are current. All files and reports are maintained and provided as required. All administrative tasks are completed as assigned.
A1. Key Responsibilities: Phones/Scheduling
1. Answer Phones, provide customer service, and maintain log of all calls: Respond to customers in a courteous and professional manner at all times. Answer questions utilizing the EZ Reference Flipchart, provide information and as required, direct calls to the appropriate person for assistance and track all calls.
2. Schedule coordination: Ensure work is scheduled and crews are utilized efficiently, resulting in balanced job scheduling.
3. Manage Work-in-Progress (WIP) Board: Ensure staff is updated on daily schedules and job status, resulting in informed crews.
A2. Key Responsibilities: Job File Management
1. Complete FNOL documentation: Verify all customers, COIs, source, and loss data are entered into SERVPRO Office Automation (SOA), ensuring accurate and complete SOA databases.
2. Prepare job paperwork for Crew/Estimator: Verify all appropriate forms are sent to loss site.
3. Enter estimates: Convert Estimatorâs scope into electronic estimate.
Job Description
Administrative Assistant AAâ11 An Independently Owned and Operated Franchise
4. Job file documentation management: Ensure job files are accurate and contain all required and pre-existing documentation, resulting in job data completed accurately and electronically transferred to COI.
5. Job file communications: Ensure daily progress of jobs and pertinent job data is captured as it happens and communicate with COI regarding satisfaction of referred events, resulting in accurate reporting for job files and COIs, reduced collection issues, and scheduled and completed reservices.
6. Confirm subcontractor activity: Ensure timely flow of scheduling, job updates, and payment to/from subcontractors.
7. Perform job completions: Ensure correct invoices and complete job file documentation and that customers receive all paperwork.
We are an EOE company.
Job Type: Full-time
Work Location:
- One location
Benefits:
- Health insurance
- Paid time off
This Job Is Ideal for Someone Who Is:
- Dependable — more reliable than spontaneous
- Adaptable/flexible — enjoys doing work that requires frequent shifts in direction
- High stress tolerance — thrives in a high-pressure environment
Schedule::
- Monday to Friday
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