Servepro is seeking a strong Administrative Assistant

Servpro is seeking a strong Administrative Assistant to work alongside with Servpro professionals in Hayward, CA. Job Descriptions below.
Clerical Skills
Appointment Scheduling
Filing & File Maintenance
MS Word, Excel and Power point
Detail Oriented
Data Entry & MS Outlook
Heavy Multi-Line Telephone
Professional Phone Etiquette
Punctual & Thorough
Document Control
Excellent Organizational Skills
Flexible Team Player Work Independently
Proficient At Multi-tasking
Adaptability

Primary Role: Perform all office administrative tasks related to customer calls, scheduling of jobs, and customer satisfaction activities. Perform general office duties, such as drafting correspondence, filing, and creating reports.
Results Expected: All administrative work is processed and documented accurately and timely.

Results Expected: All administrative work is processed and documented accurately and timely. Customers, Production Team, Marketing Reps/ Estimators, and Owner are communicated to in a timely and accurate manner. Customer satisfaction is maintained at a high level. All files and reports are maintained and provided as required.

All administrative tasks are completed as assigned.
1. Executive: Customer Satisfaction a. Handle customer needs and concerns, as appropriate.
b. Notify Lead Administrative Assistant of customer needs and concerns.

2. Office/Administration: Phones/Job Scheduling
a. Answer phones, provide customer service, and maintain phone message documentation.
• Respond to customers in a courteous and professional manner at all times.
• Answer questions utilizing the EZ Reference Guide, provide information as required, direct calls to the appropriate person for assistance, and track all calls.

b. Coordinate job scheduling.
• Ensure work is scheduled and crews are utilized efficiently, resulting in balanced job scheduling.

c. Manage Work-in-Progress (WIP) Board.
• Make sure staff is updated on daily schedules and job status, resulting in informed crews.

3. Office/Administration: Job File Management
a. Complete FNOL documentation.
• Verify all customers, source and loss data are entered into Drybook, ensuring accurate and complete information.
b. Prepare job paperwork for crew
• Verify all appropriate forms are in order in the crew’s binder
c. Manage all the job file documentation.
• Make sure job files are accurate and contain all required and pre-existing documentation, resulting in job data completed accurately and electronically. Maintain job file communications.
• Ensure daily progress of jobs and pertinent job data is captured as it happens, and communicate with Production Manager and Adjusters during this time.

SERVPRO® Administrative Assistant, SERVPRO Franchise is Independently Owned and Operated
Office Administrative Assistant Job Description • Coordinate timely flow of scheduling, job updates, and Complete job file documentation. Job file documentation is complete and accurate, and customers receive all paperwork.

Office/Administration: Operations a. Complete daily/weekly reports and turn in on time to manager.
b. Maintain file system.
• Keep appropriate paperwork easily accessible, resulting in an organized file system.
c. Maintain company calendar/schedule.
• Make sure meetings are calendared.
d. Manage incoming and outgoing mail, e-mail, and faxes.
. Continue professional development of SERVPRO® specific skills and expertise: office procedures and processes.
e. Understand and follow safety and risk management guidelines in the office.

Take ownership of Roles and Responsibilities.
• Team members should take ownership of their job responsibilities. Identifying ways to be more efficient is also an important part of this position.
Handle recurring and unique tasks, as necessary.
• Handle other tasks and duties as business needs require.


Please email your resume to servpro9332@gmail.com. Make sure you have Administrative Assistant in the subject line. Thank you