Job Description

Introduction:

Servpro of Arcadia, Pasadena North, and Alhambra, a leader in the property damage restoration industry, has an immediate opening for a qualified Administrative Assistant at their Duarte Office.

Servpro is recognized for their outstanding service in providing their customers with restoration and construction services to their customers that have experienced water, fire or mold damage to their residence or business. Our goal is to provide property restoration “like it never even happened”. We invite you to apply and come join our team at Servpro!

Servpro is seeking an Administrative Assistant that will perform all office administrative tasks related to customer calls, document filing, job management and tracking, scheduling of jobs and customer satisfaction. The Administrative Assistant will perform basic accounting duties, general office duties such as drafting correspondence, filing and creating reports, and following up on leads and maintaining our company reporting systems and databases.

ESSENTIAL JOB RESPONSIBILITIES:

A. Phones / Scheduling:

• Answer phones, provide customer service, and maintain log of all calls by responding to customers in a courteous and professional manner.
• Ensure work is scheduled and crews are utilized efficiently, resulting in balanced job scheduling.
• Ensure staff is updated on daily schedules and job status, resulting in informed crews.
• Follow-up on open leads so that it may result in an authorized job and inform Production Manager.

B. Job File Management:

• Ensuring accurate and complete information is entered into the Servpro database.
• Verify all appropriate forms are sent to loss site and prepare paperwork to be emailed to customers (when they are not available on site).
• Ensure job files are accurate and contain all required and pre-existing documentation.
• Ensure daily progress of jobs and pertinent job data is captured as it happens, including communication with our clients.
• Ensure timely flow of scheduling, job updates, and payment to/from subcontractors.

C. Compliance Documentation:

• Maintain compliant third-party program status by ensuring the job file requirements of third-party program(s) are compliant and any issues are communicated to Owner;
• Ensures that required forms and documentation are on file, current, and readily available for review.

D. Financial Administration:

• Manages accounts receivable by creating invoices in QuickBooks according to estimates produced; bills customers for services performed in a timely manner; ensures payments are applied to accounts and reconciling payments received to deposit amount; ensures that accounts receivable is kept current, including follow up with past due accounts.
• Perform daily bookkeeping activities and distribute financial reports: accurately track and report business income and expenses, ensuring sound financial data and records.

E. Office Administration:

• Maintain file system.
• Maintain company calendar/schedule
• Manage outgoing and incoming mail, e-mail, and faxes.
• Review and route bulletins.
• Maintain proper on-hand delivery of office and general supplies.

F. Marketing Support:

• Perform public relations activities when needed.
• Follow-up on completed jobs, seeking add-on sales, resulting in more referrals and repeat business.
• Follow-up on completed jobs, seeking customer reviews on social media platforms such as; Yelp, Google or Facebook.

QUALIFICATIONS:

• Have excellent verbal and written communication skills.
• Have a friendly, professional demeanor and phone manner, along with the ability to provide outstanding customer service.
• Have demonstrated interpersonal skills with the ability to relate to individuals at all levels and possess the ability to work together as a team.
• Computer literacy is required; must have the ability to type and use word processing programs and office related computer software and equipment.
• Familiarity with Google Workspace and QuickBooks is a plus.
• Ability to perform a wide variety of office-related tasks, including data entry, scheduling, filing, and other clerical tasks as needed.
• Punctual and reliable attendance is required.
• Possess excellent time management and organizational skills.
• Proficient in verbal and written English, including the ability to communicate clearly with others.
• Familiarity with accounting processes, including the billing process, is a plus but not required.
• Familiarity with the insurance claims process is a plus but not required.
• Bilingual Spanish is a plus but not required.

 EDUCATION AND EXPERIENCE:

• 1 to 2 years of office experience is required.
• High school diploma is required; some college or a college degree is a plus.
• Some background working with the property or insurance industry is a plus but not required.

TO APPLY:

We encourage you to apply if you are interested in working as an Administrative Assistant for a leader in the property restoration industry.

Please apply by sending us your resume and cover letter through this website.  

This is a full-time, in-office position that offers paid vacation time, medical, dental, vision and supplemental insurance benefits; a retirement plan with company matching, and the opportunity for occasional company bonuses.

Occasional weekend work may be required if available.

This position pays $21.00 to $23.00 an hour.

No relocation assistance is offered, and no phone calls please.

Servpro will consider qualified applicants, including those with a criminal history, in a manner consistent with state and local “Fair Chance” laws.

Each SERVPRO® Franchise is Independently Owned and Operated.

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, LLC or Servpro Franchisor, LLC (the Franchisor), in any manner whatsoever.

At SERVPRO®, you can make a positive difference in people’s lives each and every day! We’re seeking self-motivated, proactive, responsible, and service-oriented teammates to join us in our mission of helping customers in their greatest moments of need by repairing and restoring homes and businesses with an industry-leading level of service.

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