Administrative Assistant

iicrc-careers; Grand Rapids (MN); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Overtime Opportunities

401(k)

Competitive salary

Opportunity for advancement

Paid time off

Training & development

Job summary

iicrc is seeking a diligent Administrative Assistant to support busy office operations, handle customer communications, scheduling, and paperwork.

You will prepare reports, process payments, manage files, and coordinate with managers. This full-time role requires a high school diploma and strong organizational skills. We offer opportunities for advancement and a collaborative team environment.

Qualifications

• High school diploma or equivalent
• Proven experience in administrative roles
• Familiarity with basic accounting principles
• Proficiency in computer applications
• Excellent communication and multitasking skills
• Attention to detail and problem-solving

Responsibilities

• Answer phones and provide exceptional customer service
• Coordinate schedules and manage job scheduling
• Maintain Work-in-Progress (WIP) board and daily schedules
• Complete FNOL documentation accurately
• Prepare job paperwork and convert estimates timely
• Oversee job file documentation and subcontractor activities
• Handle daily bookkeeping, payments, and accounts receivable
• Maintain organized file system and company calendar

Job description

Benefits

• Overtime Opportunities
• 401(k)
• Competitive salary
• Opportunity for advancement
• Paid time off
• Training & development

Summary

Are you a hard-working office professional? Do you enjoy helping others?

An Administrative Assistant plays a pivotal role in facilitating efficient office operations and ensuring seamless communication with customers, stakeholders, and team members. This position involves diverse responsibilities, ranging from customer service, scheduling of jobs, job management and tracking, drafting correspondence, creating and filing reports and other duties as assigned.

We have a sincere drive toward the goal of helping make fire and water damage “Like it never even happened!”

We are a family owned, and veteran ran company with a welcoming and energetic culture.

Primary Roles and Responsibilities

• Answer phones, provide exceptional customer service, and maintain a detailed call log
• Coordinate schedules to optimize work efficiency and balanced job scheduling
• Manage the Work-in-Progress (WIP) Board to keep staff updated on daily schedules and job statuses
• Complete First Notice of Loss (FNOL) documentation accurately
• Complete estimates within 3 days of completion of job
• Prepare job paperwork for Crew/Estimators and ensure timely conversion of estimates
• Oversee job file documentation, communications, and subcontractor activities
• Filing and photo transfer daily for jobs
• Maintain compliance with National Accounts Program Agreement (NAPA) and Third-Party Programs
• Manage franchise-specific compliance documentation and track fixed assets
• Bill customers for services, process payments, and manage accounts receivable
• Handle daily bookkeeping, prepare financial reports, and manage petty cash
• Maintain an organized file system and company calendar/schedule
• Manage outgoing/incoming mail, email, and faxes, as well as review and route Bulletins
• Ensure proper on-hand delivery of office and general supplies
• Maintain open communication with the General Manager regarding issues, concerns and needs
• Perform other job duties as assigned

Necessary Experience and Skill Set

• High school diploma or equivalent required
• Proven experience in administrative roles, preferably in a fast-paced office environment
• Familiarity with basic accounting principles, bookkeeping, and financial reporting
• Proficiency in computer applications and ability to adapt to new software applications
• Excellent communication, organizational, and multitasking skills
• Attention to detail and problem-solving skills

Physical and Work Environment Requirements

This is a largely sedentary role in an office environment. However, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stand on a stool as necessary.

Normal Working Hours, Additional Working Hours, and Travel Requirements

This is a full-time position working hours varying between 7:00am-7:00pm, Monday–Friday, minimum of 40 hours per week. This position may require longer hours and flexibility in hours may be needed depending upon the business needs.