Office Administrator / Operations Coordinator

Position Overview

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

Compensation: $28.00 - $32.00 per hour