We are seeking a highly organized and dependable Office Administrator / Operations Coordinator to support the daily operations of our fast-paced restoration and construction services business. This position plays a critical role in office management, customer communication, invoicing, collections, insurance coordination, HR administration, and safety compliance.
The ideal candidate is detail-oriented, professional, able to manage multiple priorities, and comfortable working with customers, vendors, insurance carriers, and internal team members. Strong communication, organizational, and problem-solving skills are essential.
Job Responsibilities
Administrative & Office Operations
- Manage daily office operations and administrative functions
- Prepare correspondence, reports, memoranda, and company documents
- Answer phones, greet visitors, and respond to customer inquiries professionally
- Schedule appointments, meetings, and coordinate calendars
- Maintain organized digital and physical filing systems
- Assist ownership and management team with operational and administrative support
- Utilize company software systems, including CRM and job management platforms
- Enter and maintain customer and job information accurately in company systems
Insurance & Billing Administration
- Assist with insurance claim coordination and communication
- Work with customers, adjusters, and carriers to obtain required documentation
- Process invoices and monitor accounts receivable
- Follow up on unpaid invoices and customer balances
- Communicate with customers regarding billing questions and collections
- Assist with payment processing and reconciliation
- Manage collections related to insurance and mortgage claim proceeds
Human Resources & Employee Support
- Assist with onboarding new employees and maintaining personnel files
- Support employee documentation, compliance, and HR recordkeeping
- Help coordinate payroll-related information and employee communications
- Maintain confidentiality regarding employee and company information
- Assist management with company policies and internal procedures
Safety & Compliance
- Assist with company safety program administration and documentation
- Maintain safety records, training logs, certifications, and compliance files
- Coordinate employee safety meetings and required training documentation
- Help ensure compliance with company, OSHA, and industry safety requirements
Customer Service & Team Support
- Follow up with customers regarding completed work and overall satisfaction
- Support multiple departments as needed to maintain operational efficiency
- Maintain a professional and positive customer experience
- Understand company services, operating systems, and workflow processes
Job Requirements
- High school diploma or GED required
- Previous administrative, office management, bookkeeping, or operations experience preferred
- Experience in restoration, construction, service industry, or insurance-related environments is a plus
- Strong working knowledge of Microsoft Office applications including Outlook, Excel, Word, and PowerPoint
- Comfortable learning and using multiple software platforms and CRM systems
- Strong organizational and time management skills
- Excellent verbal and written communication skills
- Ability to prioritize tasks and operate in a fast-paced environment
- Professional demeanor with strong customer service skills
- Ability to handle sensitive and confidential information
- Dependable, adaptable, and detail-oriented
Physical Demands and Working Conditions
The physical demands described here are representative of those that must be met by an employee to successfully
Built on a foundation of great brands and employees with a passion for service, our vision is to be the leading provider of essential services through empowered people, world-class customer service and convenient access. By joining ServiceMaster, you'll be part of a talented network of employees with a shared vision.
Our environment is a diverse community where successful people work together to achieve common goals.
This franchise is independently owned and operated by a franchisee. Your application will go directly to the franchisee, and all hiring decisions will be made by the management of this franchisee. All inquiries about employment at this franchisee should be made directly to the franchise location, and not to The ServiceMaster Company, LLC.
