Established Restoration and Reconstruction Company is looking for an experienced Restoration Administrative Assistant to join their team in Yaphank, NY.

Our client is seeking a detail-oriented, highly organized professional with a proven track record as an Administrative Assistant to fill a critical role in our daily operations. This dynamic position requires exceptional multitasking and interpersonal skills, as you will work closely with Office Staff, Project Managers, Production Managers, and Field Staff to coordinate all job activities from inception to final payment.

Responsibilities include answering phones, scheduling crews and jobs, performing accurate data entry, and assisting with clerical, administrative, and accounting tasks such as follow-ups, collections, and maintaining estimates and scopes. You must also be able to work autonomously when the Office Manager is out. Proficiency in Google applications, a willingness to learn new software, and the ability to thrive in a fast-paced, team-oriented environment are essential. If you are self-motivated, thrive under pressure, and excel at building relationships, this role is perfect for you.

Responsibilities

• Answer phones and provide general office support.
• Perform daily administrative tasks to assist office and field teams.
• Coordinate crew schedules, job assignments, and maintain calendars.
• Oversee general office duties including basic bookkeeping, filing, and managing contracts.
• Perform accurate data entry; update databases daily.
• Track job progress, billing, and collections.
• Manage job documentation, project data, and processes.
• Provide excellent customer service, including handling inquiries and resolving issues.
• Set up appointments, schedule meetings, return calls.
• Participate in monthly on-call rotations.
• Work closely with office staff, project managers, production managers, and field staff.
• Assist in client presentations, proposals, and reports.
• Other Duties: Assist other departments as needed; Handle collections and follow-ups; Help the managers with business affairs, budgeting, and scheduling.

• Minimum 3 years in Customer Service.
• Minimum 2 years in Restoration/Construction industry.
• 3+ years in Office Administration/Management.
• Expertise in Google Workspace and Microsoft Office Suite.
• Familiarity with restoration software like Xactimate, PSA, and MICA is a plus.
• Tech-savvy with the ability to train others on new systems.
• Leadership, responsibility, and a positive attitude are a must!

• $21 to $25 per hour DOE.
• Health, Dental, Vision, Life Insurance Available.
• 401(k)
• Paid Time Off.