Administrative Assistant

Restoration 1 of Cape Cod; Kings Park (NY); On-site; AUD 34,000 - 44,000; Part time

Benefits offered by this job

Paid time off

Job summary

Restoration 1 of Cape Cod is seeking an Administrative Assistant to support daily operations in our emergency mitigation team. The role focuses on customer service, scheduling, invoicing, and records management in an office setting.

You will liaise with field crews and clients, handle communications, and ensure accurate documentation while maintaining organized financial and admin workflows. This part-time, on-site position offers growth potential and hands-on experience in a fast-paced

Qualifications

• High school diploma or GED required.
• 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.

Responsibilities

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

Skills

Customer Service

Communication

Organization

Problem-Solving

Technology Proficiency

Education

High school diploma or GED

Tools

MS Office

CRM systems

Xactimate

Job description

Future Opening: Administrative Assistant

• Paid time off

Job Title: Administrative Assistant

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

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.

This is a part-time position, with 20-25 hours of work expected per week. Are you willing to work part time?

This is an in-person position which requires travel to our office in Kings Park, NY during normal business hours. Can you fulfill these requirements?

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