Key Responsibilities:: Phones/Scheduling

• Answer Phones, provide customer service, and maintain log of all calls: Respond to customers in a courteous and professional manner at all times. Answer questions utilizing the EZ Reference Flipchart, provide information and as required, direct calls to the appropriate person for assistance and track all calls.
• Schedule coordination: Ensure work is scheduled and crews are utilized efficiently, resulting in balanced job scheduling.
• Manage Work-in-Progress (WIP) Board: Ensure staff is updated on daily schedules and job status, resulting in informed crews.

Key Responsibilities: Job File Management

• Complete FNOL documentation: Verify all customers, COIs, source, and loss data are entered into SERVPRO Office Automation (SOA), ensuring accurate and complete SOA databases.
• Prepare job paperwork for Crew/Estimator: Verify all appropriate forms are sent to loss site.
• Enter estimates: Convert Estimator’s scope into electronic estimate.
• Job file documentation management: Ensure job files are accurate and contain all required and pre-existing documentation, resulting in job data completed accurately and electronically transferred to COI.
• Job file communications: Ensure daily progress of jobs and pertinent job data is captured as it happens and communicate with COI regarding satisfaction of referred events, resulting in accurate reporting for job files and COIs, reduced collection issues, and scheduled and completed reservices.
• Confirm subcontractor activity: Ensure timely flow of scheduling, job updates, and payment to/from subcontractors.
• Perform job completions: Ensure correct invoices and complete job file documentation and that customers receive all paperwork.

Key Responsibilities: Financial Administration

• Bill customers for services: Ensure customers receive timely invoices for services performed.
• Process customer payments and prepare deposits: Ensure payments are applied to accounts correctly and timely with accurate paperwork for each deposit, resulting in improved cash flow. Reconcile payments received to deposit amount. Ensure timely commission payment.
• Manage Accounts Receivable: Ensure Accounts Receivable is kept current in order to improve cash flow.
• A5. Key Responsibilities: Office Administration
• Maintain file system: Keep appropriate paperwork easily accessible, resulting in an organized file system.
• Maintain company calendar/schedule: Ensure meetings are calendared and travel booked, resulting in compliant meeting attendance.
• Manage outgoing and incoming mail, e-mail, and faxes: Ensure all correspondence is handled timely and accurately, resulting in correspondence being received by customers, COIs, and Franchise team members.
• Review and route Bulletins: Ensure Bulletins are communicated to all appropriate parties and tracked, resulting in compliance with all appropriate bulletins.
• Maintain proper on-hand delivery of office and general supplies: Ensure needed supplies are on-hand, resulting in productive employees.