Admin Assistant

American Restoration; Wasilla (AK); On-site; USD 29,000 - 33,000; Full time

Benefits offered by this job

401(k)

401(k) matching

Medical/Dental/Life insurance

Job summary

American Restoration is seeking an organized administrative support specialist to assist management with daily clerical tasks and customer interactions.

You will handle phones, data entry, invoicing, scheduling, and billing, while ensuring accurate transcription of customer information and timely communication with technicians and project managers.

The role reports to the Office Manager and offers full-time employment with benefits including 401(k) and insurance.

Qualifications

• Minimum of 3 years of office and customer service experience.
• Basic understanding of bookkeeping and cash flow; Sage Intacct a plus.
• Strong math skills and attention to detail.
• Proficient in MS Office and Excel; comfortable with data entry.

Responsibilities

• Answer phones and handle incoming calls.
• Dispatch new jobs and create job information.
• Data entry using approved computer software.
• Type and process paperwork and business correspondence.
• Create invoices and schedule work.
• Perform customer billing and collections calls.
• Prepare production paperwork for the following day.
• Work with Insurance Adjusters and mortgage companies.
• Complete inner-office documentation.
• Maintain timely communication with technicians and project managers.

Skills

Customer service

Office administration

MS Office

Excel

Communication

Data entry

Tools

MS Office

Excel

Sage Intacct

Job description

Provide support to management in the form of orchestration of administrative functions.

Help retain customers by exceeding their expectations through follow up contact with them and through the accurate transcription of customer information.

Principle Duties and Responsibilities

• Answer phones and handle incoming calls
• Dispatch new jobs and create job information
• Data entry using approved computer software
• Type and process paperwork and business correspondence
• Prepare production paperwork for the following day
• Make Collection Calls
• Working with Insurance Adjusters and mortgage companies

Additional Duties and Responsibilities

Decision Rights and Authority

• Scheduling of service vehicles and technicians

Working Relationships and Scope

• Maintain timely communication and flow of information with technicians, service providers, estimators and project managers

Performance Competencies

• Oral Communication – Speaks clearly and persuasively in positive or negative situations. Able to effectively calm excited customers, use questioning to accurately identify the type and extent of problem and describe the steps that will be taken. Adaptable and able to think on his/her feet.
• Written Communication – Writes clear, precise, well organized letters, proposals and emails. The individual edits work for spelling and grammar and is able to read and interpret written information. Uses appropriate vocabulary and grammar.
• Planning & Organizing – Plans, organizes, and schedules their time in an efficient and productive manner. Focuses on key priorities. Effectively manages multiple projects simultaneously. Pays attention to details. Manages personal time well.

Provide support to management in the form of orchestration of administrative functions.

Help retain customers by exceeding their expectations through follow up contact with them and through the accurate transcription of customer information.

P

Principle Duties and Responsibilities

• Answer phones and handle incoming calls
• Dispatch new jobs and create job information
• Data entry using approved computer software
• Type and process paperwork and business correspondence
• Create invoices
• Schedule work
• Perform customer billing
• Prepare production paperwork for the following day
• Make Collection Calls
• Working with Insurance Adjusters and mortgage companies
• Complete inner-office documentation

Additional Duties and Responsibilities

• Conduct follow-up phone calls

Decision Rights and Authority

• Scheduling of service vehicles and technicians

Working Relationships and Scope

• Maintain timely communication and flow of information with technicians, service providers, estimators and project managers

Performance Competencies

• Oral Communication – Speaks clearly and persuasively in positive or negative situations. Able to effectively calm excited customers, use questioning to accurately identify the type and extent of problem and describe the steps that will be taken. Adaptable and able to think on his/her feet.
• Written Communication – Writes clear, precise, well organized letters, proposals and emails. The individual edits work for spelling and grammar and is able to read and interpret written information. Uses appropriate vocabulary and grammar.
• Planning & Organizing – Plans, organizes, and schedules their time in an efficient and productive manner. Focuses on key priorities. Effectively manages multiple projects simultaneously. Pays attention to details. Manages personal time well.

Process Orientation – Approaches tasks with an understanding of the overall set of steps involved in completing the work. Awareness of what is required for them to complete

• their job and what others require. Has a continuous improvement mindset – is always thinking about ways to improve and streamline business processes.
• Technology – Regularly uses standard word processing, spreadsheet and presentation software tools to enhance efficiency and accuracy of work performed and is capable of providing routine troubleshooting and user support for software and hardware used in the office environment.

Qualifications - Knowledge, Skills and Abilities

• Education and Experience

Minimum of 3 years of office and customer service experience.

Basic understanding of bookkeeping and cash flow. Experience using bookkeeping software such as Sage Intact a plus.

• Mathematical skills

Strong math skills. Ability to compute rate, ratio and percentages and to interpret financial reports and analyze performance against business plans and industry benchmarks.

• Computer skills

Demonstrates intermediate to advanced proficiency in the use of computers and computer software, especially MS Office, Word and Excel

Job Type: Full-time

Pay: $21.00 - $24.00 per hour

This position reports to the Office Manager.

Benefits:

• 401(k)
• 401(k) matching
• Medical/Dental/Life insurance