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Office Coordinator & Administrator Phoenix

Office Coordinator & Administrator

Full Time • Phoenix
Company Overview
Founded in 2002, Desert Dry is specially trained and fully equipped to restore homes or commercial businesses after a property-related disaster.  We are a Phoenix leader in asbestos, mold, and hazardous material removal (in addition to any water, fire, or smoke disaster).  We operate by empowering our team, our customers, and our partners that we work with.  By joining our team, you'll be part of a tight-knit group of employees with a shared vision of helping families and businesses return to normalcy after a disaster.
 
Position Overview
Successful candidates will have experience in an office setting. Position assists the business owners, management team and team members with a variety of tasks including answering phones, scheduling, customer communication, job file auditing, and some accounting functions (invoicing, collections), and using multiple types of software. Experience with Outlook and Excel are a must. Prefer strong writing and problem-solving skills.
 
This is a high-visibility position that interacts with every aspect of the business from internal office processes to production to customer success.
 
Office Coordinator/Administrator Job Duties
  • Answer all inbound phone calls and routing them to the desired recipient if needed.
  • Daily interaction with clients, prospective customers, other third parties (i.e. insurance companies), and teammates to answer questions and resolve problems relating to production, scheduling, and accounting questions.
  • Setting up new jobs in our various software systems (job management, CRM, vehicle GPS, etc.).
  • Schedule & dispatch technicians and create schedules for job tracking.
  • Handle customer communication both through email and phone, keeping the customer up to date with their job file.
  • Auditing job files to ensure all necessary documentation and information is uploaded to the file daily.
  • Auditing estimates to ensure all relevant data is billed for and ensuring compliance is met in relation to insurance company SLA’s.
  • Organize meetings between internal departments and ensure communication is open and transparent between all parties.
  • Work with Production, Estimating, and Accounting teams to create consistent processes & schedules, providing structure to the company as it grows in size.
  • Performs all necessary supervisory functions with personnel assigned.
  • Helps to facilitate daily interaction with Operations Manager and Technicians. Works with Operations Manager to ensure timely communication between internal departments and external parties including insurance companies.
  • Supervise the maintenance of office equipment (copier, fax machine, etc.) and purchasing necessary office supplies.

Qualifications/Experience Needed
  • Previous administrative assistant experience preferred, but not required
  • Customer service skills
  • An ability to set your own schedule and be self sufficient
  • Software: ability to manage multiple databases of information
    • Microsoft Outlook, Excel, Word, Quickbooks, NextGear’s DASH, Xcelerate Restoration Software, Vehicle GPS 
  • Dependable & adaptable to operate within a fast-paced work environment
  • Ability to handle confidential information
  • Ability to manage multiple databases of information
  • Preferred: Knowledge of various insurance carriers
  • Preferred: Ability to write various estimates
 
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.
Pay:
$18.00 - $20.00 an hour

Schedule:
Monday to Friday

Benefits: 
401(k), 401(k) matching
Employee assistance program
Health insurance
Dental insurance
Vision insurance
Paid time off
 
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.
 
 
Compensation: $18.00 - $20.00 per hour




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