Office Administrator/Receptionist

Job Title:

• Office Administrator
• Receptionist
• Handler

Job Type:

• Administrative
• People Management
• Task Oriented

Location and Time Commitment:

• The OA will be in the office for 8 hours daily.
• Office Days are Monday through Friday.

Supervisor The Position Reports To / Manager:

(The OA reports to the following positions:)

• House Accounts Managers
• Sales Manager
• Office Manager

Primary Duties / Responsibilities:

-The OA is responsible for communication between Bay Brothers and the insurance carrier. The OA also assists the Project Managers with client interactions.

Tasks Performed / Position Responsibilities

• Perform general office tasks, including correspondence, filing, data entry, and maintaining organization.
• Communicate with homeowners and insurance companies via phone and email, ensuring timely follow-ups.
• Manage and process insurance claims, invoices, payments, and older files, maintaining accurate records.
• Collect, upload, and categorize insurance documents for efficient file management.
• Coordinate schedules, appointments, and office activities while supporting team operations.
• Ensure client and insurance files are regularly updated for consistent service delivery.
• Maintain office supplies and inventory, ensuring resources are available.

KPIs Tracked for Job:

• Amount of files touched (topics posted, calls made, emails sent, etc.) per day (Actions Required: Customer Relationship Management software interaction)
• Number of loss sheets / estimates uploaded weekly (Actions Required: Scanning and emailing)
• Number of final bills submitted weekly (Actions Required: Billing software interaction, emailing, and calling)
• Number of adjustments set weekly (Actions Required: Customer Relationship Management software interaction, emailing, and calling)
• The time between adjustment completed and loss sheet submitted. (Actions Required: Customer Relationship Management software interaction, emailing, and calling)
• The time between the final bills introduced and the last check received. (Actions Required: Customer Relationship Management software interaction, emailing, and calling)
• The time between contract offered to client and adjustment set. (Actions Required: Customer Relationship Management software interaction, emailing, and calling)

Qualifications and Skills Necessary:

• Proven experience in an administrative or office support role (experience in the insurance restoration industry is a plus).
• Strong communication skills, both written and verbal.
• Excellent organizational and multitasking abilities.
• Proficiency in Google Workspace and Customer Service Management (CRM) tool, familiarity with office equipment.
• Ability to work independently and collaboratively within a team.
• Professional demeanor and commitment to providing outstanding customer service.

Performance Goals:

• Keep clients happy by notifying the client about updates through the CRM (customer relationship management software) and informing their manager if there are any problems with a Project Manager.
• Decrease the amount of time between all KPIs tracked.
• Attendance and punctuality. It is showing up on time consistently and being productive by attempting to become better at improving KPI reporting.

Employees are eligible for company benefits as detailed below:

• Direct Deposit - All employees standard pay will be provided weekly on Fridays via direct deposit. Commissions on restoration projects will be provided bi-weekly on Fridays via direct deposit. Commissions on solar projects will be provided weekly on Fridays via direct deposit.
• Company Provided Assets – Laptop and iPhone

This job requires a standard skills assessment that will test your ability to navigate the software that is a required function in our line of work.

Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Work Location: In person

Salary : $20 - $22