Administrative Assistant

Servpro Industries, Inc.; Grand Rapids (MI); Hybrid; USD 38,000 - 48,000; Full time

Benefits offered by this job

Overtime opportunities

Advancement opportunities

Paid time off

Training & development

401(k)

Competitive salary

Job summary

Servpro Industries, Inc. in Grand Rapids, MI is seeking an Administrative Assistant to facilitate efficient office operations and ensure seamless communication with customers and team members.

This full-time role encompasses customer service, scheduling, job management, basic bookkeeping, and reporting duties, contributing to the company’s goal of delivering top-quality fire and water damage restoration services with a collaborative, family-owned culture.

Qualifications

• High school diploma or equivalent required.
• Experience in administrative roles, preferably in a fast-paced office.
• Familiarity with basic accounting principles and financial reporting.
• Proficiency with computer applications and ability to adapt to new software.

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.
• 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 incoming/outgoing mail, email, and faxes, and route Bulletins.
• Ensure proper on-hand delivery of office and general supplies.
• Maintain open communication with the General Manager regarding issues and needs.
• Perform other duties as assigned.

Skills

Administrative experience

Accounting basics

Computer proficiency

Communication skills

Organizational skills

Multitasking

Detail-oriented

Problem-solving

Education

High School Diploma or Equivalent

Job description

Benefits

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

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.