Administrative & Scheduling Specialist

Servpro Industries, Inc.; Grand Rapids (MI); On-site; USD 38,000 - 49,000; Full time

Benefits offered by this job

Overtime Opportunities

Opportunity for advancement

Paid time off

Training & development

401(k)

Competitive salary

Job summary

Servpro Industries, Inc. in Grand Rapids, MI seeks an Administrative Assistant to support office operations, assist customers, schedule jobs, and manage documentation. The role involves communication with customers, stakeholders, and team members, plus basic bookkeeping tasks and reporting.

You will handle FNOL, prepare estimates, maintain the WIP board, and ensure timely paperwork while supporting a fast-paced office culture focused on reliability and service.

Qualifications

• 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.

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

Skills

High-level administration

Customer service

Multi-tasking

Communication

Detail oriented

Education

High school diploma or equivalent

Tools

Accounting basics

Job description

Servpro Industries, Inc. in Grand Rapids, MI seeks an Administrative Assistant to support office operations, assist customers, schedule jobs, and manage documentation. The role involves communication with customers, stakeholders, and team members, plus basic bookkeeping tasks and reporting.

You will handle FNOL, prepare estimates, maintain the WIP board, and ensure timely paperwork while supporting a fast-paced office culture focused on reliability and service.