Administrative Assistant

Company: Joe Taylor Restoration Inc
Location: Delray Beach
Posted on: January 25, 2023

Job Description:

Description:
General SummaryThe Administrative Assistant provides phone and administrative support to everyone at Joe Taylor Restoration as needed. Must be a self-starter, committed to a drama free environment and possess a friendly personality.Primary / Key Essential Functions and Responsibilities

• Build sustainable relationships and engage customers by going the extra mile
• Answers phone calls from insurance carriers, insurance agents and customers; identifies callers needs
• Answer incoming calls within 2 rings; routes phone calls to appropriate department as needed
• Maintain and update Sugar CRM: enter customer loss information, status updates, and upload proper documentation
• Dispatch new water and cleaning losses and track rotation for losses as well as Comp/Peer Review/Agent Leads
• Receive, process and distribute requests via email and 6-line phone system
• Assist in the monitoring of claims@jtrestoration.com to ensure flagged email responses by internal staff are addressed immediately and forwarded to appropriate person
• Enter and process incoming assignments (losses) and dispatch assignments to a field technician in rotation
• Run assigned reports to ensure proper file management and workflow
• Responsible for report processing including proofing, editing and confirming claim details on the appropriate reports. Present reports to management for review and send to insurance carrier (along with photos) and/or log in Sugar
• Responsible for Final Report processing including: review all final billing documents for accuracy, forward the final reports to the appropriate department and person(s)
• Process vendor program assignments from Alacrity, Contractor Connection, Nexxus and Sedgwick and follow up with Project Team Leaders and technicians as needed to meet timeline requirements
• Process all email requests from the technicians and PTL's (i.e. email customer forms)
• Create and update department processes and documentation
• Engage with staff as needed for problem-solving
• Run reports to ensure proper file management and workflow
• Scan and archive documents and correspondence
• Provide general administrative and clerical support
• Share innovative and creative ideas on improvements
• Develop and create processes to present to support the team as needed
• Any and all other duties assigned by management.Education and/or Experience and QualificationsMinimum Education: High School diploma or GEDMinimum Experience: One to two (1-2) years of customer service or administrative experience and/or trainingKnowledge, Skills and Abilities
  • Proficient in Microsoft Office Suite (Outlook, Microsoft Word, Microsoft Excel)
  • Knowledge of Sugar CRM Systems, Xactimate and Symbility
  • Efficiently manage workload and work with managers
  • Ability to type 45-55 WPM and 8,000 KPH
  • Efficiently manage multi-line phone system
  • Excellent problem-solving skills
  • Interact positively with other employees of all levels
  • Exhibit adaptability, flexibility, self-control and maturity in work and behavior
  • Recognize situations that require notification of upper management
  • Analyze, interpret and communicate data effectively both verbally and in writing
  • Effectively present information and respond to questions from leadership
  • Complete assignments with promptness and accuracy
    
    Requirements:
    Financial ResponsibilityN/AManagement / Supervisory AuthorityN/A_____________________________________________________________________________________________________Physical RequirementsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle objects, tools or controls; reach with hands and arms; talk or hear and occasionally required to stand; walk; stoop, kneel or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The employee is exposed to inside conditions and moderate noise.Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. External and internal applicants, as well as position incumbents who become disabled, must be able to perform the essential job functions either unaided or with assistance of a reasonable accommodation as determined on a case by case basis.Standard SpecificationsThe above statements are intended to describe the general nature and level of work performed and represents minimum levels of knowledge, skills, and/or abilities. To perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.A review of this description has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties and is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Employees will be required to perform any other job-related duties assigned by their supervisor.This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship._____________________________________________________________________________________________________PI202021839

Keywords: Joe Taylor Restoration Inc, Delray Beach , Administrative Assistant, Other , Delray Beach, Florida