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Administrative Assistant


Executive:
Customer Satisfaction
Handle customer needs and concerns, as appropriate.
Notify office manager of customer needs and concerns, as necessary.
Office/Administration:
Phones/Job Scheduling
Answer phones, provide customer service, and maintain phone message documentation.
Coordinate job scheduling.
Manage Work-in-Progress (WIP) Board.
Office/Administration:
Job File Management
Complete FNOL documentation.
Prepare job paperwork for crew/estimator.
Enter estimates.
Maintain all the job file documentation.
Maintain job file communications.
Confirm subcontractor activity.
Complete job file documentation.
Office/Administration:
Job File Audit Process
Validate job files prior to uploads.
Upload correct and accurate job file documentation as per required time stamps.
Complete the self-audit of required job files using the self-audit tool.
Correct any rejected job files.
Office/Administration:
Compliance Documentation
Maintain National Accounts Program Agreement (NAPA) Green status.
Maintain compliant third-party program status.
Maintain Franchise-specific compliance documentation.
Update Business Resume.
Office/Administration:
Inventory Documentation
Maintain proper on-hand inventory of Professional Cleaning Products, operating supplies, and office supplies.
Track location of fixed assets.
Finance:
Financial Administration
Reconcile invoices with invoice list by royalty month report and submit royalty volume calculation report for owner review.
Bill/invoice customers for services.
Process customer payments; prepare and record deposits.
Reconcile petty cash.
Perform Accounts Receivable (A/R) collections.
Perform Accounts Payable (A/P).
Office/Administration:
Operations
Complete daily/weekly reports and turn in on time to Manager.
Maintain file system.
Maintain company calendar/schedule.
Maintain incoming and outgoing mail, e-mail, and faxes.
Review and route bulletins.
Office/Administration:
Technology
Perform computer backups and weekly tests of backups, testing backups.
Coordinate computer and software upgrades and installation.
Marketing:
Marketing Support
Organize and send theme marketing and other mailings.
Perform public relations activities.
Provide Continuing Education (CE) seminar support.
Perform 6-month recalls.
Office/Administration:
Professional and Personal Development
Continue professional development of SERVPRO specific skills and expertise:
office procedures and processes.
Executive:
Safety and Risk Management
Attend safety training.
Understand and follow safety and risk management guidelines in the office and while traveling.
Additional:
Other Duties as Assigned
Take ownership of Roles and Responsibilities.
Handle recurring and unique tasks, as necessary

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