Office Administrator/File Coordinator

PuroClean of Southlake; Southlake (TX); On-site; USD 50,000 - 70,000; Full time

Benefits offered by this job

Paid time off

Referral program

Tuition reimbursement

Flexible schedule

Free uniforms

Opportunity for advancement

Training & development

Free food & snacks

Job summary

PuroClean of Southlake is searching for an Office Manager who will manage daily administrative operations and enhance customer satisfaction. The role involves overseeing accounting, documentation, and effective team management.

The ideal candidate will be skilled in Xactimate, Microsoft Office, and possess strong organizational skills. With a cultural focus on safety and development, PuroClean values leadership and teamwork while offering benefits like tuition reimbursement and paid time off.

Qualifications

• Proven experience as a back-office assistant or another relevant administrative role in property restoration or construction.
• Focus on personal development, team building, and leadership skills is essential.
• Ability to learn quickly and flexible with change and professional challenges.

Responsibilities

• Manage customer and client satisfaction and improve brand operations.
• Perform receptionist duties and handle incoming calls.
• Manage documentation related to jobs and maintain employee documentation.

Skills

Proficient using Xactimate & Symbility/Mobile Claims estimating platforms

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

Attention to detail

Excellent organizational and time management skills

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

Education

IICRC certification in ASD, WRT and AMRT

Job description

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