Administrative Assistant / Data Entry

Position Overview
Successful candidates will have experience in an office setting. Position assists the office manager and team members with a variety of tasks including processing invoices, collecting payments, customer service follow up, answering phones, using a multiple types software and interfacing with customers and suppliers. Experience with Google, Excel, MS Office and QuickBooks. Prefer strong writing and problem-solving skills.
Job Responsibilities

• Prepares correspondence, memoranda, reports, etc.
• May initiates routine and non-routine correspondence
• Answers telephone calls, greets visitors, and resolves routine and complex inquiries
• May schedule appointments & meetings
• May enter in new job into ServiceMaster CRM, captures relevant customer and job information
• May utilize the assistance of one or more support staff members on a reporting or project basis
• Operates a personal computer and appropriate software packages or its equivalent
• Will call customers to collect payments
• Data Entry
• Enter Accounts payable and receipt reconciliation - QuickBooks proficiency mandatory
• Understanding of the claims flow process Water Mitigation, Reconstruction, Contents, and other Environmental work
• Help manages Data Entry for each claim from First Notice of Loss through to completion of job in the CRM system
• Assist with document management for each claim
• Help maintain customer files
• Invoice customers as directed
• Collect daily field sheets from on-site supervisors
• Daily review of compliance tasks and all job tasks are completed on time
• Other miscellaneous tasks as assigned by Office Manager/Claims Coordinator

Job Requirements

• Previous Administrative Assistant experience preferred
• Experience and skill with Microsoft Office application (Word, Outlook, PowerPoint, and Excel), Google and QuickBooks required
• Comfortable with using multiple types of software
• Personal time management and organizational skills
• Verbal and written communication skills
• Dependable and adaptable to operate within a fast-paced work environment
• Ability to manage highly confidential information

Physical Demands and Working Conditions
The physical demands are representative of those that must be met by an employee to perform the essential function to this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Incumbent must be prepared to:

• Move up to 20 pounds occasionally, by lifting, carrying, pushing, pulling, or otherwise repositioning objects.
• Sitting for long periods of time while using office equipment such as computers, phones etc.
• Fingering and Repetitive motions; such as movement of wrists, hands and fingers while picking, pinching and typing during your normal working environment.
• Close visual acuity to perform detail-oriented activities at distances close to the eyes, as well as visual acuity to perform activities such as preparing and analyzing data, viewing computer screen.
• Be exposed to various inside working conditions: The change of building environment such as with or without air conditioning and heating.

Disclaimer
The above statements are intended to describe the general nature and level of work being performed by associates assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. The Company reserves the right to modify this description in the future, with or without notice to the employee. This Job Description does not create an employment contract, implied or otherwise, and employment with the Company remains at will. These responsibilities are subject to possible modification to reasonably accommodate individuals with disabilities.