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Administrative Assistant Grand Rapids

Administrative Assistant

Full Time • Grand Rapids
Summary

Perform all office administrative tasks related to customer calls, job management and tracking, scheduling of jobs and customer satisfaction activities. Perform general office duties such as drafting correspondence, filing and creating reports.

Benefits 

  • Supplemental Health
  • PTO
  • Paid Holiday
  • Matching 401K
  • OT Available 
Primary Roles and Responsibilities

1.       Phones/Scheduling
  • Answer Phones, provide first-rate customer service, and maintain daily work order.
  • Schedule coordination.
  • Manage work-in-progress (WIP) board
2.       Job File Management 
  • Complete FNOL documentation
  • Prepare job paperwork for Crew/Estimator.
  • Prepare work orders
  • Create and complete estimates.
  • Job file documentation management
  • Job file communication with Management and Technicians 
  • Confirm subcontractor activity
  • Perform job completions (i.e., Uploads & Final Submissions)
3.       Office Administration 
  • Maintain and organize file system 
  • Maintain company calendar/schedule 
  • Assist in Communicating with Clients and Insurance Adjusters 
  • Review and route Bulletins 
  • Maintain company dispatch
  • Maintain proper on-hand delivery of office and general supplies
  • Assist with outgoing and incoming mail, e-mail, and faxes 
  • Maintain National Accounts Program Agreement (NAPA) green status
  • Maintain compliant Third-Party Program Status 
  • Maintain Franchise specific compliance documentation 
  • Assist in billing customers for service
  • Assist with accounts receivable
  • Assist with AR meetings – when needed 
  • Assist as needed with new hire questions
  • Perform computer back-ups and tests of back-ups 
  • Complete personal daily work order
  • Other things as requested
Necessary Experience and Skill Set

  • Office Experience is a plus
  • First-rate customer service track record
  • Effective written and oral communication
  • Math skills
  • Critical thinking and problem-solving skills
  • Team Player
Formal Education/Training
  • Familiar with Microsoft Office
Physical and Work Environment Requirements

This is a largely sedentary role in an office environment. However, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stand on a stool as necessary. 

Normal Working Hours, Additional Working Hours, and Travel Requirements 

This is a full-time position, working 8:00 a.m.–5:00 p.m., Monday–Friday, 40 hours per week. Also additional after hour emergency AOA phone calls. This position may require longer hours, and some flexibility in hours may be needed dependent upon the business needs. 


All employees of a SERVPRO® Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated SERVPRO® Franchise. SERVPRO® Franchise employees are not employed by, jointly employed by, agents of, or under the supervision or control of Servpro Industries, Inc., the Franchisor, in any manner whatsoever.
Compensation: $18.00 - $20.00 per hour




All employees of a SERVPRO® Franchise are hired by, employed by, and under the sole supervision and control of an independently owned and operated SERVPRO® Franchise. SERVPRO® Franchise employees are not employed by, jointly employed by, agents of, or under the supervision or control of Servpro Franchisor, LLC, in any manner whatsoever.

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WHY CONSIDER A CAREER WITH SERVPRO?

Career Development
Service to the Community
Being Part of a Team
Stability & Growth