Job Title: Administrative Clerk

Job Description

The primary responsibility of the Administrative Clerk is to monitor incoming leads from conversion to active job status through completion of work and customer invoicing. This role involves working closely with Production to maintain an accurate work-in-progress board and audit daily documentation for all job files. Additionally, the Administrative Clerk will review the scope, estimate, and job file documentation to ensure all program requirements are met and all work performed is accurately invoiced.

Responsibilities

• Monitor job file status to ensure accuracy in all job file documentation daily.
• Communicate daily with Production crews to ensure all required documentation is captured on site at the point of task.
• Create and review estimates based on scope and photos from the Production crew.
• Maintain an accurate Work in Progress board for all active leads and projects.
• Monitor and ensure all client requirements are followed.
• Maintain internal and external communications with all stakeholders.
• Review timestamps and other data points to reflect accurate reporting and key performance metrics.
• Complete and review job file documentation for final upload and audit process.
• Perform internal audit of all projects to ensure estimates capture all work performed.
• Perform all job close-out activities, including coordination with the accounting team to ensure proper invoicing.
• Assist other departments as needed.

Essential Skills

• High school diploma or GED required.
• Exceptional customer service skills, strong administrative abilities, and excellent verbal and written communication skills.
• Proficiency in using various digital tools and technologies such as Work Center, Dash, Xactanalysis/Xactimate, and DocuSketch.
• Reliable and flexible with availability for on-call and overtime work.
• 3+ years of experience in customer service maintaining internal and external communication.
• 3+ years of experience maintaining accurate work orders.
• 3+ years of maintaining accurate job file documentation.

Additional Skills & Qualifications

• Previous office or estimating experience preferred.
• Experience in the restoration, construction, or insurance industry is a plus.

Work Environment

The role requires working five days on-site in Collegeville, PA, reporting to the Office Manager, and collaborating with one other job file clerk.