ESSENTIAL FUNCTIONS:
Continually monitors Restoration Spreadsheet for accuracy. Ensuring that all jobs are logged in and information completed at the end of each day. Follows up with project manager for any missing information.

Prioritizes scheduling of Restoration jobs as conflicts occur (i.e. emergencies)
Assists with Vendor Program

• Track bids through internal COIT systems to ensure compliance, accuracy and timeliness
• Ensures valid Certificates of Insurance are provided by all vendors
• Ensures timely receipt of proposals after approval from Project Manager
• Liaison with third party subcontractors over the phone to ensure smooth workflow
• Accurately prepares invoices using industry-specific estimating software (Xactimate)
• Manages Alacrity program: updates system, invoices projects, upload pictures, etc.
• Processes and submits purchase orders to accounting
• Prepares and sends to Corporate Restoration: - Weekly sales report - Monthly aging report - Weekly QC report
• Other reports as requested
• Accurately prepares copies of correspondence, forms and other printed materials
• Reviews Restoration Technician paperwork for accuracy (including invoices)
• Resolves escalated customer complaints or issues with vendors and suppliers in a professional manner
• Liaison with temporary employment agency: places orders for workers as requested, processes temporary labor’s time cards, etc.
• Meets company standards for attendance and punctuality

OTHER DUTIES:

Maintains effective working relationships at all levels of the company
Attends meetings as required

Answers phones and provides back up for Administrative Assistant as necessary
All other duties as assigned

REQUIREMENTS:

• Proven organizational skills
• Excellent communication skills.
• Excellent customer service skills
• Ability to multi-task
• Correct English usage: grammar, spelling and punctuation
• Ability to draft correspondence
• Detail oriented
• Proven ability to work independently
• Ability to follow oral and written instructions
• Ability to develop and maintain positive relationships at all levels of the organization
• Ability to follow oral and written instructions
• Familiarity with Microsoft Office products including Word, Excel and Power Point. Typing speed of a minimum of 55 words per minute.
• High School diploma or equivalent work experience

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position is primarily a sedentary one. Requires sitting for extended periods of time and using the telephone, computer monitor and keyboard.

Note: This position description in no way states or implies that these are the only duties to be performed by this employee. The employee will be required to follow any other instructions and to perform any other duties upon the request of the supervisor