Administrative Assistant

Are you looking for an exciting new career in a building trade that is recession proof?

Oregon Restoration is the premiere Water Damage and Mold Mitigation company in Oregon and SW Washington for over 15 years. We are a fast growing, employee owned and focused company looking to expand our high quality water mitigation division. We are looking to work with great people who want to grow and learn new skills. People who enjoy providing excellent customer service while learning how to restore homes and businesses. Its a fast pace career that has a lot of satisfaction due to the variety of skills learned and direction for advancements.

As a company we take pride in providing a better place to work that is about more than the bottom dollar. We all like working hard but taking care of our valued employees and keeping our great people happy is our key to success. We build careers. We’ve been named Top 100 places to work in Oregon since 2019 by Oregon Business magazine. We have been taking care of our employees since before it was cool. If that sounds good to you, we'd love to talk to you about joining our team.

Summary and Objective

The Production Administration Assistance will serve as support for the Consulting Division, coordinating day to day activities along with project specific items. This position will compile customer information along with their specific project needs. This position will also assist our accounting department by compiling necessary information for vendors, compiling receipts, and allocating to correct customer etc. This position requires a high level of information management.

In order for the candidate to be successful in this, the candidate must have extreme attention to details and strong communication skills.

Please do not call or visit our office regarding this position.

Basic Skills

• Active Learning Understanding the implications of new information for both current and future problem-solving and decision-making.
• Active Listening Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Critical Thinking Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems
• Learning Strategies Selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things.
• Mathematics Using mathematics to solve problems.
• Monitoring Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.
• Reading Comprehension Understanding written sentences and paragraphs in work related documents.
• Science Using scientific rules and methods to solve problems.
• Speaking Talking to others to convey information effectively.
• Writing Communicating effectively in writing as appropriate for the needs of the audience.

Social Skills

• Coordination Adjusting actions in relation to others' actions.
• Instructing Teaching others how to do something.
• Service Orientation Actively looking for ways to help people.
• Social Perceptiveness Being aware of others' reactions and understanding why they react as they do.
• Initiative actively looking for ways to solve problems

Complex Problem-Solving Skills

• Complex Problem Solving Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.

Technical Skills

• Equipment Maintenance Performing routine maintenance on equipment and determining when and what kind of maintenance is needed.
• Equipment Selection Determining the kind of tools and equipment needed to do a job.
• Repairing machines or systems using the needed tools.
• Technology Design Generating or adapting equipment and technology to serve user needs.
• Troubleshooting Determining causes of operating errors and deciding what to do about it.

Systems Skills

• Systems Evaluation Identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system.

Resource Management Skill

• Management of Material Resources Obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
• Time Management Managing one's own time and the time of others.

Desktop Computer Skills

• Microsoft Suite Using a computer application to enter, manipulate, and format text and numerical data; insert, delete, and manipulate cells, rows, and columns; and create and save worksheets, charts, and graphs
• Presentations Using a computer application to create, manipulate, edit, and show virtual slide presentations.
• Internet and Navigation Navigating the Internet to find information, including the ability to open and configure standard browsers; use searches, hypertext references, and transfer protocols; and send and retrieve electronic mail (e-mail).
• Databases Using a computer application to manage large amounts of information, including creating and editing simple databases, inputting data, retrieving specific records, and creating reports to communicate the information.
• QuickBooks Using software to process information for employees and company

Work Context

Body Positioning

• Requires repetitive movement
• Requires sitting for long periods of time
• Requires walking up and down the stairs

Communication

• Requires telephone conversations
• Requires use of electronic mail, writing letters and memos
• Requires face-to-face discussions with individuals or teams
• Requires contact with others (face-to-face, by telephone, or otherwise)

Level of Challenge

• Requires repeating the same physical activities or mental activities over and over
• Requires being exact or highly accurate

Pace and Scheduling

• Requires meeting strict deadlines

Personal Interaction

• Requires coordinating or leading others in accomplishing work activities
• Requires work with others in a group or team
• Requires work with external customers or the public

Work Environment and Physical Demands

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This position requires working indoors in environmentally controlled condition.

Tasks

• Handles general office tasks such as filing and generating reports
• Serve as initialcontact for customers who call during business hours.Will take message or forward to correct person.
• Schedule inspections for the inspectors
• Call job leads produced by our website
• Create all job leads within Dash
• Add billing information to billing sheet, Quickbooks and Bill4time
• Communicate daily updates to customers via email
• add daily notes to customer database system
• Authorization and Certificate of Satisfaction for residential customer
• send lab samples
• create new customer files
• · Monitor all information and documentation in Dash and One Drive
• · Monitor daily documentation field files.
• · Scheduling third party vendors for project needs (Storage Container delivery/pickup, portable toilets, and Sub-contractors)
• · Conduct searches to find needed information, using such sources as the Internet.
• send potential customers our company information including W9 and certificate of insurance
• Bill jobs completed and follow up on past due
• · File all paper files of closed leads and/or projects when completed.
• · Send thank you notes to customers
• · Schedule delivery of goods and services such as PODS, honeybucket, Itel etc…
• · Reconcile statements
• · Process vendor invoices and payments
• · Create and process customer invoices
• · Misc. tasks that are needed for/from employees, vendors and/or customers.
• · Enter credit card and vendor charges so that they may be collected and ready to be reconciled for the team
• · Support accounting if systems are backed logged by entering reconstruction vendor invoices,
• · Enter vendor estimated invoices to billing sheet and QuickBooks
• · Filing of documentation for vendors or customer

Required knowledge

• Quickbooks Desktop
• Office 365Strong Word knowledge

Strong excel knowledge

• Two year experience in administration or office equivalent environment
• Computer/typing knowledge
• Able to use an Iphone syste

Continual Education and systems to be trained on

• Quickbooks
• Tsheets
• DASH
• Bill4Time
• Other company software, industry related information and employee related information

Scheduling- this position is scheduled for Monday to Friday on a full-time basis. The schedule for this position is Monday to Friday 7:30am to 4:30pm with one hour lunch or 30 minute lunch

- We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

-E-verify is used to ensure authorization to work in the United States.

-After a candidate has been selected and a conditional offer letter has been signed, all candidate regardless of position will require clearance of a background check. If this position is a driving positions, a driving background check must also be completed and cleared.

Job Type: Full-time

Pay: $23.00 - $27.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Customer service: 1 year (Required)

Work Location: In person