Experience in office administration and front desk duties (greeting clients, mail handling, reception).
Proficiency in document management and basic accounting tasks (invoicing, budgeting, payments).
Strong communication and coordination skills to liaise with TPAs, adjusters, homeowners, and branch/project managers.
Familiarity with project management software and reporting tools (DASH, DocuSign, POMS, Job Track, Xact, Alacrity) and ability to generate weekly reports.
Requirements:
Provide front desk oversight, including greeting clients and staff, mail handling, and general reception duties.
Manage and vet warranty claims; audit DASH data for all service lines on assigned branches to ensure complete and accurate data; assist with DocuSign document shipments and uploading documents into Dash.
Support project managers with invoicing, budgeting, change orders, mortgage check processing, online permit portal management, and other accounting tasks; follow up on outstanding invoices.
Coordinate with TPAs, adjusters, branch managers, and homeowners; deliver consistent communication; provide weekly reporting for POMS, Job Track, Daily Xact Report, and Alacrity; assist with surveys and other tasks as needed.
Job description
Duties will include, but are not limited to:
Front Desk duties including mail, greeting clients and staff.
Manage and vet warranty claims from clients
Audit jobs in DASH for all lines of service for your assigned branches to ensure complete and accurate data in accordance with company requirements
Responsible for assisting all Project Managers with DocuSign document shipment to customers
Upload documents into Dash (work authorizations, waivers, etc.)
Assist with documents and TPA management follow through to ensure jobs are collected.
Follow up with clients on pending and outstanding invoices.
Responsible for weekly reporting for POMS, Job Track, Daily Xact Report, Alacrity etc.
Answer requests from TPA’s, adjusters and Branch Managers about the status of scheduling/customer contact.
Assist PM with job notes and updates
A second point of contact for homeowners when project managers are out of the office
Assisting the LL Project Managers with purchase order signatures
Create change orders as specified by the project manager.
Complete all accounting items for Project Managers: Invoicing, budgeting, deductible payments and subcontract numbers
Mortgage Check Processing packet creation
Online permit portal management as needed
Assist project managers in obtaining surveys
General office care: ordering supplies, tidying, monitoring the dumpster to ensure pick up when full and organizing luncheons as needed.
Other duties as assigned with approval from the Manager of Project Support
Consistent communication and checking in with the General Manager of the branch to ensure focus on important tasks.
