Office Administrator/File Coordinator

IICRC; Southlake (TX); Vor Ort; USD 42.000 - 56.000; Vollzeit

Benefits dieser Stelle

Free uniforms

Opportunity for advancement

Paid time off

Training & development

Flexible schedule

Tuition assistance

Referral program

Tuition reimbursement

Zusammenfassung

PuroClean is seeking an experienced office administrator in Texas to oversee daily administrative operations and lead the accounting/reporting functions. You will take incoming calls, route leads, assist in coordinating technicians, and supervise clerical tasks.

You will develop an annual office plan and budget, ensuring accurate documentation and timely reporting. As the in-house QuickBooks and MS Office expert, you will drive customer satisfaction, resolve complaints, and improve brand

Qualifikationen

• Manage the office team and daily administrative operations.
• Oversee accounting and reporting in accordance with guidelines.
• Audit job files and ensure documentation is complete.
• Handle incoming calls and routing, incoming leads, and general clerical duties.
• Develop an annual office administration plan and budget.
• Serve as in-house expert on QuickBooks, Excel, and Microsoft Office.
• Improve customer satisfaction and resolve complaints; ensure timely reporting.

Aufgaben

• Manage customer and client satisfaction and represent brand operations.
• Sort and distribute communications promptly.
• Perform receptionist duties.
• Proactively resolve customer issues and complaints.
• Maintain documentation for jobs, compliance, scheduling, and delegation.
• Manage invoices, petty cash, and office administration tasks.
• Continue professional development of office procedures and processes.
• Uphold safety and risk management guidelines for all staff.
• Schedule meetings and appointments; track inventory of supplies.
• Maintain relationships with suppliers, customers and colleagues.
• Handle collections on outstanding invoices.

Kenntnisse

Customer satisfaction

Leadership

Multitasking

Time management

Communication

Detail oriented

Scheduling

Ausbildung

IICRC ASD, WRT, AMRT certification

Tools

Xactimate

Symbility

XactAnalysis

Claims Connect

MICA

Dash

DocuSketch

MS Office

Jobbeschreibung

Benefits:

• Free uniforms


• Opportunity for advancement


• Paid time off


• Training & development


• Flexible schedule


• Free food & snacks


• Tuition assistance

Company and Culture:

PuroClean, a leader in emergency property restoration services, helps families and businesses overcome the devastating setbacks caused by water, fire, mold, biohazard, and other conditions resulting in property damage.

Job Position Description:

Manage the office team to perform and assist with the organization and running of the daily administrative operations of the company. Manage all aspects of accounting and reporting. Implement and adhere to accounting guidelines and reporting requirements. Ensure all job files are properly audited and contain all required documentation. Taking incoming calls and routing to the appropriate department, taking incoming leads, assisting in routing technicians, and general clerical duties and light cleaning. Develop and implement an annual office administration plan and budget to improve productivity. Serve as the in-house expert on utilizing QuickBooks, Microsoft Excel, Microsoft Office. Manage and improve customer satisfaction, including the resolution of customer complaints. Manage the efficient operation and appropriate support of all business functions. Ensure proper accounting procedures are followed. All reporting is accurate and timely. Ensure customer files contain proper documentation, and office team is competent and effective in all administrative tasks. All customer complaints are resolved quickly to the satisfaction of the customer.

Responsibilities:

• Managing Customer and client satisfaction and representing and improving brand operations


• Sort and distribute communications in a timely manner


• Perform receptionist duties


• Being proactive in resolution of customer issues, concerns and complaints


• Managing documentation related to jobs, compliance, scheduling, and delegation of responsibilities


• Maintaining employee documentation, new hire orientations, and managing invoices, petty cash and duties related to office administration


• Continue professional development of PuroClean specific skills and expertise: office procedures and processes


• Safety and risk management, following and maintaining guidelines for all field staff and office personnel


• Schedule and plan meetings and appointments


• Track inventory of supplies and equipment


• Maintain trusting relationships with suppliers, customers and colleagues


• Handle collections on outstanding invoices

Qualifications/Skills:

• Proficient using Xactimate & Symbility/Mobile Claims estimating platforms


• Experienced in XactAnalysis, Claims Connect, MICA, Dash software platforms


• Experience with program work from all major insurance carriers


• Understanding of safety guidelines and ability to manage them on site and while traveling


• IICRC certified in ASD, WRT and AMRT


• Proven experience as a back-office assistant, office assistant or another relevant administrative role in property restoration or construction


• Focus on personal development, team building, and leadership skills is essential


• Attention to detail, aptitude for multitasking and calm under pressure


• Thorough understanding of office management procedures


• Excellent organizational and time management skills


• Ensure clear communication with entire staff, ability to manage relationships


• Aptitude with record keeping, easily accessing information, and communicating 'the message'


• Awareness and respect for safety, using care are caution with teammates and customers


• Strength with multitasking and handling deadlines, organizational and leadership skills


• Ability to learn quickly and flexible with change and professional challenges


• Proficient in MS Office, Dash, MICA/Mitigate, Xactimate and DocuSketch

Benefits:

• Paid time off


• Referral program


• Tuition reimbursement


• Flexible schedule