Administrative Assistant to COO

Title: Administrative Assistant to COO

Location: Norwalk, CT

FLSA Classification: Full-Time, Non-Exempt

Pay Range: $25.00 - $28.00, Hourly Pay Range

Position Summary

The Administrative Assistant to COO provides direct administrative support to the Chief Operating Officer (COO) while helping ensure smooth day-to-day operations within a fast-paced restoration and construction environment. This role serves as a key point of coordination between leadership, project managers, production teams, customers, and external partners.

The ideal candidate is highly organized, proactive, and customer-focused, with the ability to manage multiple priorities and maintain professionalism in a high-volume service environment. Responsibilities include executive calendar management, customer communication, operational coordination, meeting preparation, and administrative support for vendor and compliance initiatives.

Essential Duties & Responsibilities

Administrative Support

• Provide direct administrative support to the COO and assist with daily operational needs
• Manage and coordinate the COO’s calendar, meetings, and scheduling priorities
• Prepare internal correspondence, reports, and presentations as needed
• Maintain organized digital and physical records related to operational activities
• Coordinate meeting logistics and prepare supporting documentation for leadership meetings

Customer Service & Intake Support

• Serve as a professional first point of contact for incoming calls and customer inquiries
• Provide exceptional customer service and direct calls to appropriate team members
• Complete and document First Notice of Loss (FNOL) intake information accurately
• Maintain detailed call logs and ensure timely communication with internal teams
• Support customer follow-up communications when needed

Operations & Meeting Coordination

• Prepare materials for the daily Work in Progress (WIP) meeting, including:
• Gathering and organizing paper work orders
• Preparing the daily project schedules for project managers and production teams
• Ensuring all relevant documentation is available for review
• Assist with operational tracking spreadsheets and reporting as needed
• Help coordinate internal schedules and communication between office and field teams

Vendor & Compliance Support

• Provide administrative support and coordination for vendor and subcontractor documentation
• Assist with applications and documentation for preferred vendor programs and insurance networks
• Track Certificates of Insurance (COIs) and other vendor compliance documentation
• Help ensure vendor records remain current and organized

Office Administration

• Manage incoming and outgoing mail and deliveries
• Maintain office supplies and coordinate ordering as needed
• Maintain internal contact lists and administrative documentation
• Assist with maintaining organized office procedures and operational records
• Help ensure vendor records remain current and organized

Technology & Systems

• Utilize business systems and software, including Microsoft Office (Outlook, Word, Excel, PowerPoint) and SharePoint, to support daily operations
• Maintain organized digital files within company systems and shared drives
• Assist with coordinating system access or providing administrative support for office tools as needed

Additional Responsibilities

• Perform additional administrative and operational tasks as assigned to support company operations and leadership.

Qualifications

• Strong administrative and organizational skills
• Professional customer service and communication abilities
• Ability to multitask and prioritize work in a fast-paced environment
• High attention to detail and strong problem-solving skills
• Strong time management and ability to anticipate operational needs
• Strong interpersonal, customer service and communication skills
• Proficient in Microsoft Office suite & SharePoint

Education & Experience

• High school diploma or equivalent required
• Associate or Bachelor’s degree preferred
• 2 years of administrative experience, preferably supporting operations or leadership
• Experience in restoration, construction, insurance, or service-based industries is a plus

OMPENSATION & BENEFITS

We offer competitive pay as well as comprehensive benefits. If you feel that you meet the above criteria and are intrigued by the opportunity to work for a dynamic, fast-paced company, please contact us.

Benefits:

• 401(k) with company match
• Health insurance
• PTO/Sick, Vacation Paid Time Off
• Holidays
• Professional development assistance

Schedule:

• 8 Hour Day / 40 hours per week (Mon-Fri), flexible to work overtime when required.
• You are also expected to attend all Servpro of Stamford staff meetings.

On-Call Dispatcher:

• As part of our 24-hour emergency services operation, employees are required to serve as an On-Call Dispatcher for one week per month or one week in 6 weeks, which is calendared in advance, covering after-hours shift.

Overtime Requirement:

We are a 24/7 Emergency Services business. You will occasionally be expected to work nights and weekends to assist our customers in their time of need during storms, cold weather, and other natural or man-made emergency situations.

WORKING CONDITIONS

Environment: This position will be in-office environment; Not Eligible for Hybrid or Remote.

Ability to commute:

• Norwalk, CT 06851:

Reliably commute or plan to relocate before starting work (Required).

Physical Demands: Work is performed in an office environment and requires the ability to operate standard office equipment and keyboards. Light work that includes moving objects up to 20 pounds may be required.

Please Note: Our office is a Pet Friendly Office, there are occasionally dogs in and around our office!

ABOUT SERVPRO

History

SERVPRO of Stamford, serving the Fairfield County (Norwalk, CT) area understands the stress and worry that comes with a fire or water damage and the disruption it causes to your life, home, or business. Our goal is to help minimize the interruption to your life and quickly make it "Like it never even happened.” SERVPRO of Stamford, serving the Fairfield County (Norwalk, CT) area specializes in the cleanup and restoration of residential and commercial property after a fire, smoke or water damage. SERVPRO of Stamford, serving the Fairfield County (Norwalk, CT) area can also mitigate mold and mildew from your home or business.

Importance of Community

Many leaders in our business were born, raised, and have raised families of their own in Fairfield County. Our neighbors are very important to us. Over 35 years we have helped thousands of people and businesses to recover from disaster as quickly as possible.

Training

We pride ourselves in being the best in the industry, and the best in the community. That’s why our staff is highly trained in property damage restoration. From initial and ongoing training at SERVPRO’s Franchise Facility for regular IICRC-industry certification, our technicians are equipped with the knowledge and tools to restore your property.