Administrative Assistant

Restoration 1 of Cape Cod; Kings Park (NY); On-site; USD 25,000 - 33,000; Part time

Benefits offered by this job

Flexible schedule

Paid time off

Job summary

Restoration 1 of Cape Cod is seeking an Administrative Assistant to support daily operations and ensure smooth workflow in an emergency mitigation company. The role involves coordinating admin tasks, managing accounts and communications between field teams and clients.

The position is Part-Time (20-25 hours per week), hourly, with potential for full-time, requiring strong organizational skills, basic bookkeeping familiarity, and proficiency in MS Word/Excel and QuickBooks.

Qualifications

• High school diploma or GED required.
• Experience in an administrative field is a plus.
• Strong organizational skills and attention to detail.
• Proficiency with MS Word, Excel, and email systems.
• Familiarity with QuickBooks preferred.

Responsibilities

• Customer Communication: Answer phones, handle inquiries with professionalism and empathy.
• Job Documentation: Transcribe and maintain customer and job information accurately.
• Scheduling: Coordinate appointments for assessments and technician visits.
• Invoicing and Billing: Create invoices, process payments, and manage records.
• Insurance Coordination: Assist with insurance claims documentation.
• File Management: Maintain organized digital and physical records.
• Team Support: Relay job details to field teams and managers.
• Office Tasks: General duties including filing and ordering supplies.

Skills

Organizational skills

Multitasking

Communication

Customer service

Attention to detail

Education

High school diploma or GED

Tools

MS Office

QuickBooks

CRM systems

Xactimate

Job description

Benefits:

• Flexible schedule
• Paid time off

Job Title: Administrative Assistant

Position Type: Part-Time (20-25 hours per week), with opportunity for full time

Salaried/Hourly: Hourly

POSITION SUMMARY:

The Administrative Assistant plays a critical role in supporting daily operations, ensuring smooth workflow, and delivering exceptional customer service in an emergency mitigation company. The position involves coordinating administrative tasks, maintaining accounts receivable and accounts payable, assisting with job scheduling, and facilitating communication between field teams and clients.

PRIMARY DUTIES AND RESPONSIBILITIES:

• Customer Communication: Answer phones, handle incoming calls, and respond to customer inquiries with professionalism and empathy.
• Job Documentation: Accurately transcribe and maintain customer and job-related information.
• Scheduling: Coordinate and schedule appointments for emergency mitigation assessments, technician visits, and follow-ups.
• Invoicing and Billing: Create invoices, process payments, and maintain up-to-date payment records. Help manage accounts payable and accounts receivable.
• Insurance Coordination: Assist with submitting and following up on insurance claims and required documentation.
• File Management: Maintain organized digital and physical records of customer files, job documentation, and correspondence.
• Team Support: Communicate effectively with technicians, estimators, and project managers to relay job details and updates.
• Office Tasks: Perform general office duties, including filing, ordering supplies, and completing internal documentation.

PERFORMANCE COMPETENCIES:

• Customer Service: Demonstrates empathy and professionalism when interacting with customers, often in high-stress situations.
• Communication: Communicates effectively both verbally and in writing. Able to draft clear, concise emails, letters, and reports.
• Organization: Prioritizes tasks, manages multiple projects, does appropriate follow-up and ensures deadlines are met.
• Problem-Solving: Approaches challenges with critical thinking and a proactive mindset.
• Technology Proficiency: Skilled in using software tools such as MS Office, CRM systems, and job management platforms like Xactimate or similar.

QUALIFICATIONS:

Education and Experience:

High school diploma or GED required. Experience in an administrative field is a plus.

Skills and Abilities:

• Strong organizational skills with attention to detail.
• Basic understanding of bookkeeping and familiarity with QuickBooks.
• Proficiency in Microsoft Word, Excel, and email systems.
• Ability to multitask and adapt to changing priorities.

Preferred Experience:

Familiarity with water mitigation processes and insurance documentation is a plus.

PHYSICAL DEMANDS:

Occasionally required to stand, walk, and lift up to 25 pounds.

WORKING CONDITIONS:

Work is primarily in an office setting.

The noise level is typically quiet, but occasional interactions with field teams may involve exposure to moderate noise or equipment.

Benefits:

• Flexible schedule
• Paid time off