- Answer phones, provide customer service, and maintain log of all calls.
- Always respond to customers in a courteous and professional manner
- Answer questions utilizing the EZ Reference Flipchart, provide information and as required, direct calls to the appropriate person for assistance and track all calls.
- Schedule coordination by assisting the Dispatcher to ensure work is scheduled and crews are utilized efficiently, resulting in balanced job scheduling.
- Coordinate and support fleet maintenance scheduling and registration, including vehicle assignments and GPS tracking set up and maintenance resulting in safe and compliant company fleet.Manage Work-in-Progress (WIP) Board: Ensure staff are updated on daily schedules and job status, resulting in informed crews.
- Complete FNOL documentation: Verify all customers, COIs, source, and loss data are entered into SERVPRO Office Automation (SOA), ensuring accurate and complete SOA databases.
- Prepare job paperwork for Crew/Estimator: Verify all appropriate forms are sent to loss site.
- Enter estimates: Assist in converting estimators scope into electronic estimate.
- Job file documentation management: Ensure job files are accurate and contain all required and pre-existing documentation, resulting in job data completed accurately and electronically transferred to COI.
- Job file communications: Ensure daily progress of jobs and pertinent job data is captured as it happens and communicate with COI regarding satisfaction of referred events, resulting in accurate reporting for job files and COIs, reduced collection issues, and scheduled and completed reservices.
- Perform job completions: Ensure correct invoices and complete job file documentation and that customers receive all paperwork.
- Bill customers for services: Ensure customers receive timely invoices for services performed.
- Manage Accounts Receivable: Assist with in keeping Accounts Receivable current as needed.
- Maintain file system: Keep appropriate paperwork easily accessible, resulting in an organized file system.
- Maintain company calendar/schedule: Ensure meetings are calendared and travel booked, resulting in compliant meeting attendance.
- Manage outgoing and incoming mail, e-mail, and faxes: Ensure all correspondence is handled timely and accurately, resulting in correspondence being received by customers, COIs, and franchise team members.
- Review and route Bulletins: Assist in ensuring Bulletins are communicated to all appropriate parties and tracked, resulting in compliance with all appropriate bulletins.
- Maintain proper on-hand delivery of office and general supplies: Assist in ensuring needed supplies are on-hand, resulting in productive employees.
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Administrative Assistant - Olathe, United States - SERVPRO of Kansas City Midtown
Description
Job Description
Job DescriptionThe Administrative Assistant is responsible for performing all office administrative tasks related to customer calls, customer job management, support, and tracking, scheduling of jobs and tasks and customer satisfaction activities. Perform general office duties such as drafting correspondence, filing, and creating reports.Primary Roles and Responsibilities
Phones/Scheduling
A minimum two years of administrative experience.
Superb customer service, administrative, and verbal and written communication skills.
High school diploma/GED
Associates/bachelors degree preferred
Physical and Work Environment Requirements
This is a largely sedentary role in an office environment. However, some filing is required. This would require the ability to lift files, open filing cabinets, and bend or stand on a stool as necessary.
