Office Administrator

Office AdministratorCompany: Bauer RestorationLocation: 933 Hulett Ave, Faribault, MN 55021 — On-SiteSchedule: Monday–Friday, 7:30 AM–4:00 PM (with occasional after-hours emergency support)Employment Type: Full-TimeReports To: Owner / Leadership Position SummaryThe Office Administrator serves as the operational hub of Bauer Restoration — the first person customers reach during some of the most stressful moments of their lives, and the backbone that keeps scheduling, insurance documentation, invoicing, and internal communication running without gaps. This role works closely with the owner, project managers, and field supervisors to keep projects, documentation, and coordination moving forward accurately and on time. The ideal candidate brings administrative precision, genuine customer empathy, and the organizational discipline to manage a high-volume, fast-paced restoration office environment. Key ResponsibilitiesAnswer inbound calls, emails, and customer inquiries professionally and with genuine empathy — providing information on services, scheduling, and next steps at every stage of the customer relationship.Coordinate scheduling for estimates, mitigation jobs, reconstruction projects, inspections, and follow-up visits — communicating clearly with project managers, supervisors, and technicians.Assist with insurance documentation including estimate preparation, claim status tracking, adjuster communication, and paperwork required to move jobs from approval through closeout.Process and send invoices, track outstanding balances, and follow up on past-due accounts to keep accounts receivable current and accurate.Maintain organized, complete records for all active and completed projects — job files, photos, estimates, signed authorizations, certificates of completion, and warranty documentation.Serve as the first point of contact during emergency service calls — gathering relevant information, dispatching the right team member, and providing calm, reassuring communication.Maintain and update job management and CRM software with accurate, current information on leads, active jobs, customer contacts, and project status.Support HR-adjacent tasks including onboarding documentation for new hires, employee record maintenance, and certification tracking.Assist with accounts payable by reviewing vendor invoices and coordinating with the owner or bookkeeper on billing questions. Required QualificationsHigh school diploma or equivalent required; associate's or bachelor's degree in business administration or office management preferred.2+ years of experience in office administration, customer service coordination, or administrative support required.Experience in a restoration, construction, insurance, or service-based industry strongly preferred.Familiarity with property damage insurance claims, estimate documentation, and adjuster communication is a significant asset.Experience with job management software, CRM platforms, or scheduling tools required; proficiency with QuickBooks or similar accounting software preferred.Strong written and verbal communication skills; genuine ability to handle sensitive customer situations with empathy and professionalism.Ability to manage multiple simultaneous priorities, maintain accurate records, and follow through without repeated direction.