Customer Experience & Office Operations Lead

RestoPros BucksMont PA; Beavercreek (OH); Hybrid; USD 46,000 - 54,000; Full time

Job summary

Watermark Restoration LLC, doing business as RestoPros of Columbus-Dayton, seeks an Office Administrator and Customer Experience Coordinator to support daily operations in Beavercreek, Ohio. You will manage customer communication, scheduling, billing, and office organization while maintaining a professional customer experience from first contact through final payment.

The role requires strong organization, attention to detail, and comfort with technology; familiarity with QuickBooks, Microsoft

Qualifications

• Prior administrative, office management, customer service, bookkeeping, scheduling, or related experience.
• Thorough familiarity with QuickBooks or similar accounting software.
• Proficiency with Microsoft Word, Excel, Outlook, and general office technology.
• Strong written and verbal communication skills.
• Professional phone presence and strong customer service skills.
• High level of organization, accuracy, and attention to detail.
• Ability to manage multiple priorities in a fast paced environment.
• Willingness to learn mitigation/restoration scheduling and job management software.
• Ability to prepare professional letters, emails, invoices, reports, and documents.
• Dependability, confidentiality, and a consistent work schedule.

Responsibilities

• Customer Service and Phone Support: Answer calls professionally, gather client details, route inquiries, ensure clear communication, enter data, and maintain confidentiality.
• Scheduling and Job Coordination: Schedule inspections and appointments, coordinate with leadership and field team, confirm changes, track job status, keep organized schedules.
• Job File and Documentation Management: Open/maintain customer and job files, track waivers, invoices, insurance information, photos, and documentation.
• Billing, Invoicing, and QuickBooks Support: Prepare invoices, familiarity with QuickBooks, track payments and AR, follow up on late invoices.
• Insurance Company Communication: Communicate with adjusters, track claim numbers, share documents, and follow up on responses.
• Office Administration and Organization: Maintain organized office, order supplies, manage vendor lists, prepare documents.
• Software, Technology, and Reporting: Use Word/Excel/Outlook, learn Xactimate/Encircle/Xcelerate, update job status and generate reports.
• Marketing and Reputation Management Support: Assist with marketing materials, update contact lists, solicit reviews, and track referrals.
• Internal Team Support: Assist leadership, onboard new employees, schedule meetings, and maintain communication.

Skills

Administrative experience

Customer service

Scheduling

Office management

Phone presence

Tools

QuickBooks

Microsoft Word

Microsoft Excel

Microsoft Outlook

Xactimate

Encircle

Xcelerate

Job description

Watermark Restoration LLC, doing business as RestoPros of Columbus-Dayton, seeks an Office Administrator and Customer Experience Coordinator to support daily operations in Beavercreek, Ohio. You will manage customer communication, scheduling, billing, and office organization while maintaining a professional customer experience from first contact through final payment.

The role requires strong organization, attention to detail, and comfort with technology; familiarity with QuickBooks, Microsoft