Job Summary
We are seeking an energetic and highly organized Team Coordinator/Admin Assistant to support our dynamic team. This role is vital in ensuring smooth office operations, effective communication, and efficient administrative workflows. The ideal candidate will be proactive, detail-oriented, and possess excellent multitasking skills to handle a variety of clerical and administrative tasks. This paid position offers an exciting opportunity to contribute to a collaborative environment where your organizational talents will shine.
Duties
- Manage front desk responsibilities, greeting visitors(very few) and directing them appropriately with professionalism and courtesy
- Part of phone answeing, answer inquiries, and route calls efficiently using proper phone etiquette
- Maintain accurate data entry records, including filing, document management, and updating databases with precision
- Support office management tasks such as scheduling appointments, coordinating meetings, and managing calendars
- Assist with customer service by responding promptly to client inquiries via phone or email, ensuring positive interactions
- Manage confidential information responsibly while supporting administrative functions like proofreading documents and organizing files
Skills
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and general computer skills for daily office tasks
- Strong organizational skills with the ability to prioritize tasks effectively in a fast-paced environment
- Excellent communication skills, both verbal and written, including phone support and client interaction
- Experience with office management procedures, clerical work, data entry, and customer service roles
- Ability to handle confidential information discreetly and professionally
- Bilingual fluency is preferred to assist diverse clients and team members
- Personal assistant experience or previous administrative experience is a plus for supporting team needs effectively
Detailed Summary : We are seeking an organized, dependable, and customer-focused Team Coordinator and Administrative Assistant to support the daily operations of our restoration companies. This position serves as a central point of communication among customers, project managers, technicians, insurance professionals, Third-Party Administrators (TPAs), subcontractors, and vendors. The ideal candidate is proactive, detail-oriented, comfortable managing multiple active jobs, and able to keep projects moving while meeting documentation requirements and program deadlines. Previous experience working with TPA programs, insurance claims, or the property-restoration industry is strongly preferred. Primary Duties and ResponsibilitiesJob Intake and Coordination
- Receive new assignments from customers, insurance carriers, referral partners, and TPA portals.
- Create accurate job files and enter assignments into the appropriate job-management system.
- Confirm initial customer contact and assist with scheduling inspections, emergency services, and follow-up appointments.
- Coordinate the schedules of project managers, estimators, technicians, subcontractors, and vendors.
- Maintain current current production calendars, job boards, and open-job lists.
- Track each project from initial assignment through completion and final billing.
- Communicate scheduling changes, delays, and project updates to the appropriate parties.TPA and Insurance Program Support
- Monitor TPA portals and dashboards for new assignments, required updates, approaching deadlines, and compliance issues.
- Track program requirements and service-level deadlines for customer contact, inspections, estimates, documentation, status updates, and job completion.
- Upload required documents, photographs, estimates, invoices, authorizations, work orders, completion certificates, moisture records, and other job information.
- Keep project managers informed of missing documents, overdue tasks, or potential compliance concerns.
- Assist with responding to TPA requests, audits, scorecard issues, and file reviews.
- Maintain accurate notes and communication records in company and TPA systems.
- Help ensure all program guidelines are followed before files are invoiced or closed.
Customer and Team Communication
- Provide professional and compassionate service to customers experiencing water, fire, mold, storm, or other property damage.
- Confirm appointments and provide customers with timely project updates.
- Answer incoming calls and emails, respond when appropriate, and route questions to the correct team member.
- Coordinate communication with adjusters, agents, property managers, plumbers, contractors, vendors, and subcontractors.
- Document customer concerns and promptly communicate urgent issues to management.
- Support field and office teams by gathering information and following up on outstanding items.
Job Documentation and File Compliance
- Maintain complete, accurate, and organized electronic job files.
- Review files for required contracts, authorizations, photographs, notes, estimates, invoices, and completion documents.
- Follow up with team members for missing paperwork or incomplete job information.
- Audit files for accuracy and compliance before billing and final closure.
- Protect confidential customer, insurance, financial, and company information.
Administrative and Accounting Support
- Assist with preparing invoices, purchase orders, customer deposits, deductibles, and vendor documentation.
- Enter and track subcontractor invoices, material receipts, and job-related expenses.
- Assist with outstanding-balance and accounts-receivable follow-up as directed.
- Prepare reports covering open jobs, aging files, TPA deadlines, production status, and outstanding documentation.
- Maintain office calendars, meeting schedules, supplies, forms, and general administrative records.
- Assist management with special projects and other administrative duties as assigned.
Qualifications
- Two or more years of administrative, coordination, customer-service, insurance, construction, or restoration experience preferred.
- Previous experience working with insurance-carrier or TPA programs is strongly preferred.
- Experience with TPA portals, XactAnalysis, Xactimate, or restoration job-management software is a plus.
- Familiarity with water mitigation, fire restoration, mold remediation, contents, reconstruction, and insurance-claim terminology is preferred.
- Proficiency with Microsoft Office, Google Workspace, email, spreadsheets, and cloud-based software.
- Strong written and verbal communication skills.
- Excellent organization, follow-through, and attention to detail.
- Ability to manage multiple projects, deadlines, and changing priorities in a fast-paced environment.
- Ability to work independently while collaborating closely with field and office teams.
- Professional, calm, and compassionate approach to customer service.
- Dependable attendance and a strong sense of urgency and accountability.
Preferred TPA Experience
Candidates with prior experience handling assignments through insurance-carrier or TPA programs will receive preference. The ideal candidate understands program compliance, documentation requirements, response-time expectations, status reporting, portal management, audits, and performance scorecards.
Success in This Position
The Team Coordinator and Administrative Assistant will be successful by:
- Keeping schedules, job files, and portal information accurate and current.
- Meeting TPA and insurance-program deadlines.
- Maintaining consistent communication with customers and team members.
- Identifying missing information or potential delays before they become problems.
- Supporting timely billing, project completion, and file closure.
- Providing dependable administrative support across all affiliated restoration companies.
Compensation and Benefits
- Compensation: $45,000 to $65,000 based on experience
- Benefits: [Health Insurance, Paid Time Off, Matching Retirement Plan)
Hammerbrush Restoration is an equal-opportunity employer. We value professionalism, teamwork, accountability, and excellent service to our customers and referral partners.
This role is perfect for motivated individuals eager to develop their administrative expertise while contributing positively to a vibrant team environment. We value proactive problem-solvers who thrive on organization and delivering exceptional support every day.
Pay: $45,000.00 - $65,000.00 per year
Benefits:
- 401(k) matching
- Health insurance
- Retirement plan
Work Location: In person
