Office Administrative Coordinator

Position Overview

A Fire and Water Restoration company is seeking a highly organized, professional, and customer-focused Office Administrative Coordinator to join our growing team. This position serves as a critical point of contact for customers, insurance agencies, adjusters, and internal team members. The ideal candidate will possess excellent communication skills, strong attention to detail, and the ability to confidently manage incoming calls while directing inquiries to the appropriate department or team member. This role supports emergency restoration and reconstruction operations involving water damage, flood remediation, mold remediation, fire and smoke damage restoration, and reconstruction services.

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
• Assist with claim-related documentation and correspondence
• Track claim information and maintain accurate records
• Coordinate communication between customers, adjusters, and team members
• Perform data entry and maintain customer files within company management systems
• Schedule appointments, inspections, and project meetings
• Assist with 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
• Assist in coordinating emergency service dispatches
• Help maintain workflow efficiency between office staff and field crews
• Maintain organized filing systems, both electronic and physical
• Assist with 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

• High school diploma or equivalent required
• Previous administrative, office management, customer service, insurance, or restoration industry experience preferred
• Excellent verbal and written communication skills
• Strong multitasking and organizational abilities
• Ability to remain calm and professional during emergency situations
• Proficient with Microsoft Office Suite (Word, Excel, Outlook, and Salesforce)
• Strong attention to detail and accuracy
• Ability to work independently and as part of a team
• Professional phone etiquette and customer service skills

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

What We're Looking For

The ideal candidate is a dependable professional who can confidently manage incoming communications, provide exceptional customer service, and ensure customers, insurance agencies, and adjusters are connected with the appropriate team members. This individual must be organized, proactive, and committed to helping customers through challenging situations with compassion and professionalism.

Benefits

• Competitive pay
• Paid training
• Career advancement opportunities
• Health benefits (if applicable)
• Paid time off
• Supportive team environment