Administrative Specialist

POSITION SUMMARY: This position is responsible for administrative, clerical and project support for the branch and project team. Oversees customer accounts ensuring that each job is completed to satisfactory standards from start to finish.  This position is time driven and requires excellent time management skills.  Must have an “all-hands-on-deck attitude”, a willingness to pitch in and get things done.  

ESSENTIAL DUTIES & RESPONSIBLITIES This is a Full-time, Non-Exempt position. The basic functions of your position will include, but not limited to:

Administrative 

• Answer, route and log all incoming phone calls while ensuring excellent customer service. 
• Responsible for initial contact with customer, agent or adjuster within 15 minutes of receiving lead.  
• Complete New Loss Information Sheet, accurately and completely, with pertinent information necessary to log the job within our systems.  
• Manage and distribute site email and mail daily. 
• Schedule delivery and pick-up appointments with FRSTeam customers. 
• Responsible for confirmation phone calls to customers. 

Billing and Estimating 

• Back up job coordinator for packouts, deliveries, emergency deliveries, on call availability 
• Provide direct support to field teams 
• Utilizing the information given to develop the first draft of estimate for each claim assigned within 12 hours. 
• Contact and coordinate the appropriate subcontractors, as needed. 
• Responsible for generating billing packet in a timely manner and submitting to PM for review and audit.

Task Management 

• Manages data entry of all job leads into system within 1 business day 
• Daily review of compliance tasks and all job tasks are completed on time 
• Monitor and update jobs daily, making sure the job flows efficiently through the claims process requirements and cycle times 

Client Services 

• Maintenance marketing with current assigned clients from internal sales standpoint 
• 10 field sales calls to current top 10 assigned clients to include presentations on job performance, business development and marketing type visits 
• Coordinating with the field sales team to create priorities and set goals for promoting potentials to the level of partners 

Other duties as assigned.

REQUIRED SKILLS & ABILITIES:

• High School graduation or equivalent 
• Two (2) years of administrative or office related experience 
• Experience in restoration environment, a plus 
• Ability to multi-task in a fast-paced environment 
• Demonstrated capacity to think “outside the box”, and communicate new ideas 
• Excellent organizational skills and strong attention to detail 
• Outstanding written and verbal communication skills, including proper pronunciation and grammar, and a consistently courteous and professional tone of voice at all times. 
• Proficient in Microsoft Office, specifically Excel, Word and PowerPoint. 
• Ability to learn new software, including Xactimate® and proprietary software. 
• Familiarity with data analysis and reporting (preferred) 
• Ability to successfully pass a criminal background. 

WE OFFER:

• Hourly wage $26-27
• A friendly, family environment
• Potential for growth and advancement
• Medical, dental & vision. life, AD&D, EAP, Pet Insurance and more, after 30 days
• Paid Sick Leave
• Vacation
• Paid holidays
• Birthday Bonus
• 401k with company match after 90 days

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