SUMMARY OF JOB

• To provide an inviting customer service experience when receiving customers in person or on the phone.
• To provide administrative support to sales team

MAIN ACCOUNTABILITIES

• To create PSA files, physical file, Encircle file and Xactimate file
• To track attendance.
• To ensure calls/emails are answered and directed properly and monitor phone system.
• To prepare and distribute mail.
• To type any correspondence as requested by the Office Manager.
• To maintain office supplies by checking actual inventory with par levels.
• Arrange and receive deliveries.
• To file and archive project files and accounting paperwork.
• To scan and upload documents as requested.
• Enter time tickets into Quick Books as required and scan when necessary.
• To send welcome letters to new customers and insurance brokers
• General office cleaning in the kitchen, supply room, reception and mail area.
• To support the Estimators with software utilization
• To make initial contact with customers for all new Xactanalysis/Conversense/GCNA Claims portal claims and ensure Customer Contacted button has been hit within 15 minutes of receiving the assignment (in XA) and update notes in Conversense/GCNA
• To oversee job files in Dash and Xactanalysis and ensure files are linked, ensure data is accurate and notes are being updated every 3 days.
• To assist the estimation team by entering notes when requested, making customer contact and scheduling inspections if requested
• To maintain the contact manager within Dash and ensure records are complete and updated when new information is made available and remove any duplication
• Other general administrative tasks as required.

KNOWLEDGE AND SKILLS FOR THIS JOB

• Postsecondary education an asset.
• Experience working in an administrative role.
• Excellent computer skills.
• Excellent communication skills both verbal and written.
• Must be detail oriented.
• High comfort level working in a diverse environment.

Please refer the Job description for details