Office Administrative Coordinator

Key Responsibilities

• Answer and manage a high volume of incoming phone calls professionally and efficiently.
• Serve as the first point of contact for customers, insurance representatives, field adjusters, and vendors.
• Gather and document customer information accurately.
• Route calls and inquiries to the appropriate project manager, estimator, production manager, or department.
• Provide timely updates to customers regarding project status when appropriate.
• Maintain a positive and professional attitude during emergency service situations.
• Communicate with insurance companies, agents, and field adjusters regarding restoration projects.
• Aid in claim-related documentation and correspondence.
• Track claim information and maintain accurate records.
• Cook up communication between customers, adjusters, and team members.
• Perform data entry and maintain customer files within company management systems.
• Schedule appointments, inspections, and project meetings.
• Aid in job file management and document organization.
• Prepare reports, correspondence, and other administrative documents as needed.
• Monitor and respond to emails in a timely manner.
• Maintain accurate records of customer interactions and project updates.
• Support project managers, estimators, and field personnel with administrative tasks.
• Ensure information is communicated promptly to the correct team members.
• Aid in coordinating emergency service dispatches.
• Help maintain workflow efficiency between office staff and field crews.
• Maintain organized filing systems, both electronic and physical.
• Aid in general office duties and special projects.
• Support daily office operations to ensure efficient business performance.
• Uphold the company's commitment to exceptional customer service and professionalism.

Qualifications

• A high school diploma or equivalent is required.
• Previous administrative, office management, customer service, insurance, or restoration industry experience is preferred.
• Excellent verbal and written communication skills are necessary.
• Strong multitasking and organizational abilities are required.
• The ability to remain calm and professional during emergency situations is important.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, and Salesforce) is essential.
• A strong attention to detail and accuracy are key.
• The ability to work independently and as part of a team is crucial.
• Professional phone etiquette and customer service skills are expected.

Preferred Experience

• Insurance claims processing or coordination.
• Restoration, construction, mitigation, or remediation industry experience.
• Working with field adjusters and insurance carriers.
• CRM, scheduling, or project management software experience is preferred.