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.

1. Customer Service and Communication

• 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.
• Organize and send marketing mailings on a regular basis.

• Perform other job duties as assigned.

1. Education and Experience

• 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.