JOB DESCRIPTION
Office Administrator / Administrative Assistant (Restoration)
United Water Restoration Group is hiring an Office Administrator to keep our Jacksonville branch running smoothly supporting scheduling, job files, client communication, and invoicing prep. If you’re organized, fast, and love clean paperwork and clear follow-through, you’ll fit right in.
What you’ll do (day-to-day)
- Process time sheets first thing each morning (accuracy + quick follow-up on missing info)
- Audit job files daily to confirm required docs are present (signed TOS/Work Auth, Hydro report completed, photos uploaded)
- Support scheduling/rescheduling as requested by the Branch Manager
- Call homeowners to collect insurance info and confirm coverage details
- Ensure Emergency Service Notifications (ESN) are sent to insurance providers
- Handle payment communications (initial per TOS + final payment at completion)
- Prep files for invoicing (verify paperwork is present—no deep accuracy review required)
- Submit Change Work Orders / Purchase Orders and route vendor invoices to AP
- Follow up with “Scoped” jobs to answer questions and move work forward
- Review projects for missing contact/insurance/self-pay info
- Send billing packages and final paperwork as requested
- Provide general administrative support to the Branch Manager, Project Manager, and Estimator as needed
Weekly / monthly rhythm
- Equipment inventory every Tuesday
- Order supplies (Office + Warehouse), typically 1st and 15th of each month
- Facility support: assist with office cleaning tasks and assign chores to Technicians as needed
Requirements
- High school diploma
- Strong organizational, communication, and time-management skills
- Proven ability to work in a fast-paced environment
- Positive, high-energy attitude
- Resourcefulness, creativity, and problem-solving skill set
- Familiarity with office equipment (printers, fax machines, projectors)
- Proficiency in Microsoft Office (especially Excel and PowerPoint)
Performance Indicators (KPIs)
- Time sheet processing accuracy (tracked by error rate or missing data points)
- File audit completion rate (percentage of files audited daily)
- Billing cycle time (average time to prepare and submit invoices)
Compensation & Benefits
- $20–$23 per hour
- Benefits include: Health, Vision, Dental, Paid Vacation, and Paid Holidays
