Administrative Assistant

What you’ll do (day-to-day)

• Process time sheets first thing each morning (accuracy + quick follow-up on missing info)
• Audit job files daily to confirm required docs are present (signed TOS/Work Auth, Hydro report completed, photos uploaded)
• Support scheduling/rescheduling as requested by the Branch Manager
• Call homeowners to collect insurance info and confirm coverage details
• Ensure Emergency Service Notifications (ESN) are sent to insurance providers
• Handle payment communications (initial per TOS + final payment at completion)
• Prep files for invoicing (verify paperwork is present—no deep accuracy review required)
• Submit Change Work Orders / Purchase Orders and route vendor invoices to AP
• Follow up with “Scoped” jobs to answer questions and move work forward
• Review projects for missing contact/insurance/self-pay info
• Send billing packages and final paperwork as requested
• Provide general administrative support to the Branch Manager, Project Manager, and Estimator as needed

Weekly / monthly rhythm

• Equipment inventory every Tuesday
• Order supplies (Office + Warehouse), typically 1st and 15th of each month
• Facility support: assist with office cleaning tasks and assign chores to Technicians as needed

Requirements

• High school diploma
• Strong organizational, communication, and time-management skills
• Proven ability to work in a fast-paced environment
• Positive, high-energy attitude
• Resourcefulness, creativity, and problem-solving skill set
• Familiarity with office equipment (printers, fax machines, projectors)
• Proficiency in Microsoft Office (especially Excel and PowerPoint)

Compensation & Benefits

• $20–$23 per hour
• Benefits include: Health, Vision, Dental, Paid Vacation, and Paid Holidays