Administrative Assistant

Description

About Us

We are a fast-growing disaster mitigation company providing 24/7 emergency response for water, fire, mold, and environmental losses. Our teams work quickly, professionally, and with compassion to help homeowners and businesses recover from unexpected property damage. As we expand nationwide, we seek strong leaders who can manage teams, maintain high service standards, and drive operational excellence.

Position Summary

Key Responsibilities

• Answer incoming phone calls and direct calls appropriately  
• Assist with scheduling customers, appointments, technicians, and field staff  
• Run and distribute daily, weekly, and monthly reports  
• Enter and update customer, job, and scheduling information in company systems  
• Monitor office emails and route requests to the appropriate person  
• Assist with work orders, job files, paperwork, and documentation  
• Follow up on missing information, outstanding tasks, and scheduling needs  
• Maintain accurate records and organized electronic files  
• Prepare spreadsheets, trackers, and basic operational reports  
• Assist with appointment confirmations and customer communication  
• Help coordinate communication between office staff and field teams  
• Scan, upload, file, and organize documents  
• Maintain office supplies and assist with general office organization  
• Provide day-to-day administrative support to the Operations Manager  
• Assist with additional office and operational tasks as needed

Qualifications

• High school diploma or equivalent  
• Previous administrative, office, receptionist, scheduling, or customer-service experience preferred  
• Strong verbal and written communication skills  
• Professional and friendly phone presence  
• Strong organizational and time-management skills  
• Ability to manage multiple tasks and changing priorities throughout the day  
• Strong attention to detail and accuracy  
• Comfortable using computers, email, spreadsheets, and office software  
• Ability to learn new software and company systems quickly  
• Dependable attendance and reliable follow-through  
• Ability to work independently after training and ask questions when needed  
• Comfortable communicating with customers, employees, vendors, and field staff  
• Ability to handle confidential or sensitive company information professionally

Preferred Skills

• Previous experience in construction, restoration, mitigation, roofing, environmental services, or another field-service industry  
• Experience working in a construction or restoration office environment  
• Familiarity with scheduling technicians, crews, inspections, or service appointments  
• Experience with CRM, job-management, or dispatching software  
• Familiarity with JobNimbus or similar construction/project-management systems  
• Experience preparing or running operational reports and tracking job progress  
• Knowledge of work orders, job files, estimates, invoices, or project documentation  
• Experience communicating with homeowners, contractors, technicians, and vendors  
• Proficiency with Google Workspace, Microsoft Office, and spreadsheets  
• Ability to understand construction-related terminology and documentation is a plus

Benefits

• Medical, Dental, and Vision Insurance
• Paid Time Off & Paid Holidays
• Leadership and certification training
• Advancement opportunities within a fast-growing organization

Equal Employment Opportunity (EEO)

We provide equal employment opportunities to all employees and applicants regardless of race, color, religion, sex, national origin, age, disability, veteran status, gender identity, sexual orientation, or any protected characteristic under federal, state, or local law.

Americans with Disabilities Act (ADA)

This position involves physical work, lifting, bending, and working in varied environments. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.