Administrative Assistant

Summary

The Administrative Assistant plays a pivotal role in facilitating efficient office operations and ensuring seamless communication with customers, stakeholders, and team members. This position involves diverse responsibilities, ranging from scheduling and customer service to financial administration, compliance documentation, and HR support.

Primary Responsibilities

Answer phones, provide exceptional customer service, and maintain a detailed call log

Coordinate schedules to optimize work efficiency and balanced job scheduling

Manage the Work-in-Progress (WIP) Board to keep staff updated on daily schedules and job statuses

Complete First Notice of Loss (FNOL) documentation accurately

Prepare job paperwork for Crew/Estimators and ensure timely conversion of estimates

Oversee job file documentation, communications, and subcontractor activities

Maintain compliance with National Accounts Program Agreement (NAPA) and Third-Party Programs

Manage franchise-specific compliance documentation and track fixed assets

Bill customers for services, process payments, and manage accounts receivable

Handle daily bookkeeping, prepare financial reports, and manage petty cash

Administer payroll and ensure timely submission of Royalty Reports

Maintain an organized file system and company calendar/schedule

Manage outgoing/incoming mail, email, and faxes, as well as review and route Bulletins

Ensure proper on-hand delivery of office and general supplies

Maintain employee documentation, including HR and payroll documents

Review HR basics, safety, and franchise policies with employees

Coordinate computer and software upgrades/installations

Perform regular computer backups and tests for data recovery

Coordinate Franchise website maintenance and perform public relations activities

Provide support for Continuing Education (C.E.) courses and

Organize and send marketing mailings on a regular basis

Conduct 6-month recalls to enhance customer relationships and seek additional sales opportunities

Perform other job duties as assigned

Education and Experience Requirements

High school diploma or equivalent required

Proven experience in administrative roles, preferably in a fast-paced office environment

Familiarity with basic accounting principles, bookkeeping, and financial reporting

Proficiency in computer applications and ability to adapt to new software applications

Excellent communication, organizational, and multitasking skills

Attention to detail and problem-solving skills

Normal Working Hours, Additional Working Hours, and Travel Requirements

This is a full-time position working hours varying between 7:00 a.m. and 7:00 p.m., Monday–Friday, 40 hours per week minimum.