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.