Project Administrative Assistant

Date Posted: May 4, 2021
American Restoration
Shelby, NC
Category: Clerical
Job Type: Full-Time

American Restoration

Company Description

American Restoration is a restoration company serving the area since 1971 with water, fire, smoke, storm, trauma, sewage or biohazard cleanup.

Job Description

Job Title: Project Administrative Assistant
Reports to: Manager of Finance and Administration
Class: Full-Time, Non-Exempt

Job Summary:
The Project Admin Assistant is responsible for the clerical and administrative functions needed for selling and managing jobs. This position is responsible for receiving all job leads, inputting job data, maintaining job records, as well as assigning and scheduling appointments in a timely and effective manner. The PAA maintains and promotes the third-party systems to all stakeholders in the job cycle, updating all required milestones and required documentation. The PAA must be able to skillfully use and understand a variety of software and databases utilized in the restoration industry.

Key Responsibilities:
• Welcomes guests and customers by greeting them, in person, phone, or other resources, such as e-mail or website inquiries
• Receives incoming calls and directs to appropriate party or completes job lead sheet
• Inputs jobs in database; updates all tick-points on all 3rd party (TPA) systems, notifies all participants of incoming jobs and roles
• Updates necessary tracking system(s) to ensure that project status is maintained with complete accuracy, including 3rd party (TPA) management systems
• Provides timely project status updates to the 3rd party (TPA) administrators and other stakeholders
• Maintain comprehensive project documentation and complete administrative functions of the Project Management department including (but not limited to) preparation of documents in coordination with administration, project checklists
• Ensure all project documentation is complete and filed
• Maintain departmental procedures
• Schedules Project Manager’s initial visit to client, and assists Project Manager’s by scheduling follow-up visits
• Maintains communications with clients by making follow-up calls between 48 and 72 hours after initial site visit to obtain all the required data needed to maintain systems
• Takes clients calls about issues or concerns, and brings them to the attention of the appropriate individual and/or managers;
o follows-up to assure client’s needs are met;
o that the client has been communicated with the proper messaging and understands what has been communicated
o logs complaints
• Coordinates communication and resources between departments
• Assists Project Managers by arranging equipment rentals needed at job sites; inputting/purchasing NC Lien agent; compiling lien documentation; and other duties as needed to assist Project Managers to keep jobs up to date and running smoothly
• Ensure scheduled milestones are fulfilled and notify appropriate departments, managers and third parties when milestones are missed or delayed
• May be delegated tasks to cover departmental absence at the discretion of the Finance Manager
• Attend internal and external calls and meetings
• Inputs and assigns appropriate participants to jobs and initiates communications of project requirements
• Track percentage of work complete against the Construction Schedule and updates to 3rd party (TPA) systems and other stakeholders
• Monitors reports for data lacking from job database and 3rd party systems and obtains missing documents or data
• Monitors and notifies Division and Estimating Managers of the documentation or changes required by third-party managed claims service programs and updates details as directed
• Assist in maintaining and refining the electronic files system and standard documents using Microsoft Office, and other software
• Prepares reports by collecting and analyzing information
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions; communicating system updates and changes to all affected parties
• Contributes to team effort by accomplishing related results as needed
Other Responsibilities
• Analyze and assist maintaining project accounting records
• Assists in the A/P and A/R functions as relates to project accounting
o Input subcontractor and vendor invoices and verifies all details to PO
o Obtains appropriate manager approvals
o Sets-up AP invoices for payment and forward to finance manager
o Validate job status for invoicing
o Reviews accuracy of estimates and job costs
o Input requests for invoice and forward to finance manager
• Work requires professional written and verbal communication and interpersonal skills
• Ability to work in a team environment and actively participate in group meetings
• Work requires willingness to work a flexible schedule including weekends and when catastrophic events occur within our production area
• Ensure that all business activities are performed with the highest ethical standards and in compliance with American Restoration policies and mission
• Foster the development of a culture reflective of the core values of the business
• Work cross-functionally to solve problems and to learn all functions within the admin/accounting departments
• Maintains customer confidence and protects operations by keeping information confidential
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Stays current on all program and software training and schedules training and webinars for Project Managers and other staff as needed
• Assists in collecting deductibles, progress payments and final payments when delegated
• Assist with legal procedures regarding collections of past due accounts when delegated
• Sets up new teammates with access and passwords to program systems
• Interacts with associates in other departments; educates on policy issues in a positive, effective manner
• Assists and cross-trains with other teammates as needed
• Provide assistance for the year-end and month-end closing efforts, as directed
• Maintains confidentiality
• Performs special projects and other tasks as assigned by Finance & Admin Manager

Education / Experience:
• Diploma in Business Administration or equivalent
• High School Diploma (or equivalent) required; Batchelor’s Degree preferred
• 2 years prior experience in a similar role or customer service field
• 2 years bookkeeping experience
• Demonstrated service driven, results oriented customer service abilities and experience
• Xactimate, Symbility or other estimating software experience a plus
• Experience working with managed claim services, a plus
• Proficient in the Microsoft Office Suite (Word, Excel, Power Point, Outlook)
• Advanced Proficiency in Excel a plus (v-lookups, pivot tables, etc.)
• Experience with plan review, material take-offs, and job costing, a plus
• Must be able to pass a background and drug screening

This Job Description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks and duties. The responsibilities, tasks and duties of the jobholder might differ from those outlined in the Job Description and that other duties, as assigned, might be part of the job.