Key Responsibilities:

• Client Communication: Serve as the primary point of contact for clients, answering phones, handling inquiries, scheduling appointments and maintaining appointment calendars, providing updates on project progress to the owner, sales, PM's and field crew.
• Job Scheduling & Coordination: Work closely with project managers and sales to schedule inspections, appointments, jobs and coordinate timelines for restoration projects.
• Document Preparation & Management: Record referral source in BT and relay information to sales and marketing.
• Keep accurate track of where all of our referrals are coming from, both in BT and a separate spreadsheet.
• Assist with creating job files and maintaining accurate project documentation in both physical and digital formats, along with filing, photocopying, scanning and faxing.
• Lead BuilderTrend education and tips for execution by all staff members.
• Data Entry & Record Keeping: Input job details, expenses, and permits and materials used into company systems.
• Maintain up-to-date records of client accounts and projects.
• Office Management: Ensure the office is well-organized by ordering, managing supplies, coordinating maintenance, and maintaining a professional environment for visiting clients and staff.
• Receive, sort and distribute mail.
• Billing & Invoicing: Assist in creating and processing invoices, collecting payments, and following up on overdue accounts.
• Customer Service: Greet visitors, answer phone calls, and handle customer inquiries or complaints professionally and efficiently.
• Project Assistance: Provide administrative support for owner, office manager, project managers, marketing and sales as needed.
• Reports & Filing: Generate reports on job status, sales, contracts, billing, and inventory. Maintain and organize digital and physical files for easy retrieval.
• Compliance & Permits: Assist with obtaining necessary permits and ensuring that the company complies with local regulations and restoration industry standards.
• Legal assistance with paperwork for trial preparation.

Qualifications:

Education: High school diploma or GED required. An associate's degree or certification in office administration is a plus.

Experience: 2+ years of experience in an administrative role, preferably within the construction, restoration, or a related industry.

Skills:

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Experience with project management software or CRM systems (e.g., Xactimate).

Strong organizational and multitasking abilities.

Excellent verbal and written communication skills.

Attention to detail and accuracy in data entry and proofreading

Knowledge of restoration industry processes (water, fire, storm damage) is a plus.

Ability to handle sensitive client and insurance information confidentially.