Office Assistant

Position Overview

The Office Assistant is integral to our team, focusing on the initial intake, lead creation, and coordination of activities related to mitigation and reconstruction services. This role involves a variety of administrative tasks, ensuring efficient workflow and communication between different departments and external parties.

Responsibilities

The Office Assistant will perform the following duties, along with any additional responsibilities as assigned by management:

Administrative and Data Management:

• Manage inbound and outbound phone calls, serving as the initial point of contact for inquiries and facilitating lead generation.
• Enter comprehensive lead details into the DASH system with meticulous attention to accuracy and completeness. This includes recording customer information, detailed job specifications, loss descriptions, any special instructions, and areas affected.
• Facilitate seamless communication with external parties to ensure precise recording of insurance-related information.
• Efficiently assign leads to appropriate stakeholders, ensuring timely follow-ups and smooth progression through the pipeline.
• Monitor and track compliance tasks, such as contact and inspection dates, to ensure adherence to established timelines and regulatory requirements.
• Maintain proactive and transparent communication with customers, providing regular updates on the progress of their projects and the estimation process.
• Create and maintain detailed Dash Notes to facilitate internal communication, ensuring all team members are well-informed about lead statuses and job assignments.

Collaboration and Stakeholder Engagement:

• Collaborate closely with the Business Development and Estimation teams to optimize lead conversion rates.
• Coordinate the scheduling of inspections in alignment with customer preferences and project requirements.
• Facilitate the execution of Performance Authorizations and Construction Agreements, ensuring all necessary documentation is completed accurately and on time.
• Act as a liaison between different departments, fostering seamless communication and collaboration to drive efficiency and customer satisfaction.

Qualifications

• High school diploma or equivalent.
• Experience in a similar role or administrative position is preferred.
• Strong organizational and multitasking skills.
• Excellent communication skills, both written and verbal.
• Ability to work collaboratively in a fast-paced environment.
• Basic understanding of the insurance claims process is advantageous.
• Attention to detail and the ability to work with minimal supervision.
• Skilled in navigating diverse personalities.

Physical Requirements & Work Conditions

• Fulfill all standard office activities including prolonged seating, computer entry, filing, lifting, and carrying office supplies.
• General office environment exposure.
• Moderate noise levels that are typical of an office setting.

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