ADMINISTRATIVE ASSISTANT

As an Administrative Assistant, you are a true organization expert! You handle multiple project files simultaneously-from initiation to payment-and are responsible for the quality, accuracy, and completeness of each file while ensuring all deadlines are met.
Following our standard operating procedures, you perform data entry, track progress, and keep records updated. If any documentation or filing issues arise, you promptly report them to the File Management Lead and help develop a corrective action plan.

QUALIFICATIONS:

• Intermediate computer skills, including experience with ClaimTrak, Microsoft Word, Excel, Outlook, Xactimate, and XactAnalysis
• Ability to type at least 50 words per minute
• Basic math and administrative accounting skills
• Strong organizational and time management abilities
• Excellent verbal and written communication skills
• Keen attention to detail with excellent documentation and record-keeping abilities

• Collaborate closely with Project Managers (PMs) and Construction Managers (CMs) on high-priority projects or those approaching deadlines to ensure everything stays on track.
• Monitor project progress to ensure compliance with internal standards and client KPIs.
• Follow up with PMs, CMs, and other stakeholders to confirm that all documentation and administrative tasks are completed accurately and on time.
• Analyze project performance, including job cost, profitability, invoice accuracy, and client standards compliance.
• Ensure all billing is completed to meet weekly invoicing goals.
• Thrive in a fast-paced, dynamic office environment where no two days are the same!