office admin construction

Servpro Industries, Inc.; Montana; On-site; USD 38,572 - 48,216; Full time

Job summary

A professional restoration company located in Montana is looking for an experienced Office Administrator. The successful candidate will manage customer calls, job scheduling, and ensure high levels of customer satisfaction. Key responsibilities include maintaining accurate financial records, processing invoices, and supporting HR tasks. Candidates must possess strong organizational and communication skills. The role offers a competitive pay rate between $28 and $35 per hour.

Qualifications

• Ability to perform general office duties such as filing and drafting correspondence.
• Experience with bookkeeping and managing accounts payable/receivable.
• Strong communication skills are essential for customer interactions.

Responsibilities

• Handle customer calls and provide exceptional service.
• Schedule jobs and maintain efficient coordination among teams.
• Ensure timely processing of invoices and customer payments.
• Maintain employee documentation and assist with HR tasks.

Skills

Customer service skills

Accounting knowledge

Organizational skills

Communication skills

Education

High school diploma or equivalent

Tools

Office Automation software

Accounting software

Job description

Primary Role

Perform all office administrative tasks related to customer calls, job management and tracking, scheduling of jobs and customer satisfaction activities. Perform basic accounting duties relating to accounts receivable, accounts payable, payroll, and banking. Perform general office duties such as drafting correspondence, filing and creating reports.

Results Expected

All administrative work is processed and documented accurately and timely. Customers, Production Team, and the Office Manager/Owner are communicated to in a timely and accurate manner. Customer satisfaction is maintained at a high level. Processing of accounts payable and receivables are current. All files and reports are maintained and provided as required. All administrative tasks are completed as assigned.

General Responsibilities

1. Answer phones, provide customer service, and maintain log of all calls: Respond to customers in a courteous and professional manner at all times. Answer questions utilizing the EZ Reference Flipchart, provide information and as required, direct calls to the appropriate person for assistance and track all calls.
2. Schedule coordination: Ensure work is scheduled and crews are utilized efficiently, resulting in balanced job scheduling.

A2. Key Responsibilities: Job File Management

1. Complete FNOL documentation: Verify all customers, COIs, source, and loss data are entered into Office Automation (SOA), ensuring accurate and complete SOA databases.
2. Prepare job paperwork for Crew/Estimator: Verify all appropriate forms are sent to site.
3. Job file documentation management: Ensure job files are accurate and contain all required and pre-existing documentation, resulting in job data completed accurately and electronically transferred to COI.
4. Job file communications: Ensure daily progress of jobs and pertinent job data is captured as it happens and communicate with COI regarding satisfaction of referred events, resulting in accurate reporting for job files and COIs, reduced collection issues, and scheduled and completed reservices.
5. Confirm subcontractor activity: Ensure timely flow of scheduling, job updates, and payment to/from subcontractors.
6. Perform job completions: Ensure correct invoices and complete job file documentation and that customers receive all paperwork.

A5. Key Responsibilities: Office Administration

1. Maintain file system: Keep appropriate paperwork easily accessible, resulting in an organized file system.
2. Maintain company calendar/schedule: Ensure meetings are calendared and travel booked, resulting in compliant meeting attendance.
3. Manage outgoing and incoming mail, e‑mail, and faxes: Ensure all correspondence is handled timely and accurately, resulting in correspondence being received by customers, COIs, and team members.
4. Review and route Bulletins: Ensure Bulletins are communicated to all appropriate parties and tracked, resulting in compliance with all appropriate bulletins.
5. Maintain proper on‑hand delivery of office and general supplies: Ensure needed supplies are on‑hand, resulting in productive employees.

A6. Key Responsibilities: HR Administration

1. Maintain employee documentation: Obtain completed HR and payroll documents for new employees and file in completed file. Ensure all employee files are completed and up to date. Review HR basics, Safety and Franchise policies with employees.

A7. Key Responsibilities: Technology

1. Coordinate computer and software upgrades and installation: Ensure computers and software function with appropriate software, resulting in staff having functional hardware and software.
2. Perform computer back‑ups and tests of back‑ups: Daily, secure data for recovery of files, ensuring usable and complete backups for data loss recovery.

Financial & Accounting Responsibilities

1. Bill customers for services: Ensure customers receive timely invoices for services performed.
2. Process customer payments and prepare deposits: Ensure payments are applied to accounts correctly and timely with accurate paperwork for each deposit, resulting in improved cash flow. Reconcile payments received to deposit amount.
3. Manage Accounts Receivable: Ensure Accounts Receivable is kept current in order to improve cash flow.
4. Perform daily bookkeeping activities and distribute financial reports: Accurately track and report business income and expenses, ensuring sound financial data and records.
5. Manage Accounts Payable: Review all accounts payables for accuracy and create checks for approved accounts payable, resulting in current Accounts Payable and referral and subcontract fees entered and paid.
6. Perform payroll administration and reporting and submit for approval: Manage the payroll process; ensuring payroll is completed accurately and timely.

Please note that as business needs change you may be asked to assist with other tasks or duties. Any area not understood should be clarified before signing to ensure you understand what is expected.

Compensation: $28.00 - $35.00 per hour

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 Franchisor, LLC, in any manner whatsoever.