Administrative Restoration Assistance

Servpro Industries, Inc.; Jacksonville (FL); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Competitive salary

401(k)

Company parties

Health insurance

Opportunity for advancement

Paid time off

Training & development

Job summary

Servpro Industries, Inc. is seeking an Administrative Assistant to support office operations, scheduling, customer communications, and financial administration in a fast-paced environment.

You will handle a variety of duties including call logging, job paperwork, and compliance documentation. The role requires strong communication, organizational, and multitasking skills, with experience in administrative settings and familiarity with basic accounting principles.

Qualifications

• High school diploma or equivalent required.
• Proven experience in administrative roles, preferably in fast-paced offices.
• Familiarity with basic accounting principles, bookkeeping, and financial reporting.
• Proficiency in computer applications and ability to adapt to new software.
• Excellent communication, organizational, and multitasking skills.
• Attention to detail and problem-solving skills.
• Prior experience in restoration industries preferred, not required.

Responsibilities

• Answer phones, provide excellent 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 for daily schedules and job statuses.
• Complete First Notice of Loss (FNOL) documentation accurately.
• Prepare job paperwork for Crew/Estimators and convert estimates timely.
• Oversee job file documentation, communications, and subcontractor activities.
• Maintain compliance with National Accounts Program Agreement (NAPA) and Third-Party Programs.
• Manage franchise-specific compliance documentation and track fixed assets.
• Assist with accounts receivable documents when needed.
• Maintain an organized file system and company calendar/schedule.
• Manage outgoing/incoming mail, email, and faxes, and route Bulletins.
• Ensure on-hand delivery of office and general supplies.
• Perform other duties as assigned.

Skills

Communication

Organizational skills

Multitasking

Education

High school diploma or equivalent

Tools

Computer software proficiency

Job description

Benefits

• Competitive salary
• 401(k)
• Company parties
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development

Summary

The 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 scheduling and customer service to financial administration and compliance documentation

Primary 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
• Prepare job paperwork for Crew/Estimators and ensure timely conversion of estimates
• Oversee job file documentation, communications, and subcontractor activities
• Maintain compliance with National Accounts Program Agreement (NAPA) and Third-Party Programs
• Manage franchise-specific compliance documentation and track fixed assets
• Assist at times with providing documents for accounts receivable
• 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
• Perform other job duties as assigned

Education and Experience Requirements

• 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
• * Prior experience working in the restoration industries preferred, not required.

Skills/Physical Demands/Competencies

This is a role in a fast-paced office environment. Some filing is required which would require the ability to lift files, open filing cabinets, and bending or standing as necessary. Ability to successfully complete a background check subject to applicable law

Each SERVPRO Franchise is Independently Owned and Operated.

All employees of a SERVPRO Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated Servpro Franchise. Servpro Franchise employees are not employed by, jointly employed by, agents of or under the supervision or control of Servpro Industries, LLC or Servpro Franchisor, LLC (the Franchisor), in any manner whatsoever. All Sample Forms provided by Servpro Industries to Servpro Franchises should be reviewed and approved by the Franchise’s attorney for compliance with Federal, State and Local laws. All Sample Forms are provided for informational purposes and Servpro Franchises may choose whether or not to use them.