Home Service Office Admin

Full-Time | On-Site | Willowbrook, IL

About the Role

Subtlesure Adjusting is a fast-growing public adjusting firm serving the Chicagoland area. We are looking for a detail-oriented Office Administrator to be the backbone of our day to day.

This is a critical, hands-on role that keeps our claims process running smoothly from the moment a contract is signed to the day a permit is pulled.

Qualifications

• Prior experience in an administrative, office coordinator, or operations role preferred
• Excellent organizational skills with strong attention to detail
• Comfortable managing multiple tasks and deadlines simultaneously
• Strong written and verbal communication skills
• Proficient with email, spreadsheets, and CRM platforms (Job Nimbus experience is a plus)
• Experience in the roofing, insurance, or construction industry is a significant advantage
• Professional, proactive, and able to work independently

Key Responsibilities

Daily Office Opening & Communications

• Open the office at 9:00 AM, turn on front lights, and collect incoming mail
• Sort and process insurance mail; document in the pertinent Job Nimbus file
• Check and document all voicemails and emails in Job Nimbus, responding as appropriate
• Monitor and respond to company email tags, routing inquiries to the correct department

Contract Processing

• Open and process the Contracts email daily; identify signed SSA Agreements via Dropbox Sign
• Create new client contacts in Job Nimbus, enter all contract details, and assign to the appropriate Sales Rep
• Verify the Date of Loss (DOL) and time stamp accuracy; set status to NEW CONTRACT
• Download and upload contracts to the correct Job Nimbus documents folder
• Pull Hail Trace storm data for the current year and paste into Job Nimbus notes
• Google each property address and provide a brief description of the home
• Move qualified files to QUALIFIED TERRITORY and log all new contacts in the 2025 Signed Contracts Log spreadsheet

Claims & Adjuster Coordination

• Verify all Adjuster Appointments daily; call Field Adjusters to confirm inspections and tag the relevant team members
• If an inspection is cancelled or not confirmed, reschedule immediately
• After inspection, coordinate with the inspection team to determine if a claim is good to file
• Conduct 3-way calls with homeowners and insurance carriers to file claims (hail & wind — roof and soft metals)
• Follow up on filed claims the next day to obtain adjuster name, phone number with extension, and email
• Follow up on the Pending Insurance Estimate column every two days; send follow-up emails starting one week after the adjuster appointment

Design Meeting & Permit Preparation

• Upon receipt of an approved insurance estimate, download and upload it to Job Nimbus; move file to Design Meeting
• Prepare the blue company folder: print the estimate, add the Roof Contract and Production Policy, assign supplements
• Tag the supplements team to begin supplementing; order EV and add price list to the bio
• When signed Roof Contract and Production Policy are returned, scan paperwork into Job Nimbus and tag Production to pull the permit
• Create and label a Manila folder with the paperwork and place on the production wall

What We Offer

• Competitive compensation based on experience
• A collaborative, team-driven work culture
• Opportunity to grow with a rapidly expanding company
• Hands-on training and clear processes to set you up for success

How to Apply

Send in your resume! We review applications on a daily basis — apply today!

Pay: $40,000.00 - $50,000.00 per year

Application Question(s):

• Do you have experience working in roofing, insurance, or construction?

Work Location: In person

Salary : $40,000 - $50,000