Disaster Recovery Manager jobs in Duluth, MN

Open Date:10/11/23 Close Date:10/27/2023 Number of Positions: 1 Full Time

SUMMARY: Administrative Assistant for a Disaster Restoration Company Wage: $22.00-$27.00 per hour DOE

Our Company

Loyear Disaster Restoration Services, LLC is the oldest and most reputable disaster restoration business in Minnesota. We provide water mitigation, fire restoration, mold remediation, contents cleaning, trauma and biohazard clean-up, and more. Our locally-owned third-generation family-owned cleaning and restoration business pride's itself on providing quick, efficient and professional services, while treating our customers like family. So whether it's our 78 years of cleaning and disaster restoration experience, our continual training, or our customer happiness-focused work ethic we always promise to complete our jobs faster, with higher quality and more smiling faces than anyone else.

We are seeking a high energy, positive, committed person to support these high standards with excellent communication and organizational skills. You will be responsible for a wide variety of duties to keep our office organized, disaster restoration jobs on schedule, our customers happy and well taken care of, and our restoration technicians performing at their best.

Qualifications Required

• Associate's Degree in Administrative Assistant At least four years of relevant administrative experience, preferably in the Disaster Restoration, Insurance, Construction, or Cleaning Industries
• Excellent verbal and written communication skills with an emphasis on the Disaster Restoration, Insurance Adjusting, Construction, or Cleaning Industry
• High competency level with Microsoft Office: Word, Excel, Outlook, Google Pictures and Adobe To Learn: Xactimate job entry, billing, Docusketch, and other Restoration Apps, DASH, MICA, Contents Inventory Sheets, etc.
• Pleasant, helpful, friendly, professional demeanor at all times with peers, customers, insurance industry professionals, and subcontractors.
• Ability to keep a hectic deadline driven office functioning smoothly and calmly, including answering phones, setting up appointments, flowing information to our accountant and president and everyone else, handling job documentation, keeping billing and collections current, working with managers and lead techs to collect information for billing detail, going to job sites and calling subs when needed, getting missing job information quickly, quality checking jobs on-site, making sure all files are correctly labeled, filed appropriately and available to employees who need to use them, purchasing job supplies, running them to job sites and keeping them in stock and organized for jobs
• You must be able to juggle multiple competing tasks and demands in this fast paced office, stay calm under pressure, have the ability to multi-task and the flexibility and problem solving skills to keep it together each day, (having good humor will be a sanity saver here).
• As you work on the this job, you must have the ability to learn and work independently, always exercising good judgment, and making good decisions in keeping with our companies ethics, maintain customer and business confidentiality, and use strong organizational skills to help everyone keep up with the pace of the constant pressure of job deadlines and customer satisfaction
• Handle a high volume of phone calls to take new job and estimate requests, keep job information complete and organized, keep employees and customers, subcontractors and insurance personnel informed, gathering information from them and for them. Especially being aware that insurance companies need accurate timely information so we will can get paid sooner than later. Answering all customer concerns immediately, understanding job progress, and documentation, gathering information from employees at job sites on job progress and checking to make sure that they are filling in all required job documentation in computer programs. Learning information to answer questions about jobs with input from job Leads, Project Managers and Operations Manager
• Have reliable transportation, a valid driver’s license, and a clean driving record, required to be covered by our vehicle insurance. Be able to drive a variety of automatic company vehicles, including vans in order to purchase supplies or run them to job sites when needed
• All of our employees are background checked and drug tested and must have good job references proving competencies in the required skills
• Handle onboarding new employees; including making sure all new employees are submitted for a background check, drug testing, have all immunization completed, are cleared for wearing respirator masks, have been given all new hire paperwork including employment manual and safety introduction, and have all identification and signatures required in their files, etc.
• Be able to help out on job sites or in the shop as needed, for contents cleaning job organization, pack-outs, inventorying contents, sending out specialty contents items for cleaning, and repair, and ensuring timely re-delivery of items and even throwing a load of cleaning towels in the washer and dryer occasionally.
• Be physically fit for going out in the field and doing work in the shop such as taking inventories, moving boxes and furniture around to take pictures, locate items for customers and sub contractors etc. you may have to lift up to 50 occasionally, climb ladders, stoop, bend, twist, turn, etc.

Daily Duty Examples:

• Make sure that our front office and your reception area are always clean, neat, welcoming and professional looking
• Update white boards and calendars daily – including estimates, job and employee time off
• Review daily and upcoming jobs with employees and managers to know what's going on
• Review and ensure the daily logs of technicians are reported and posted appropriately
• Ensure jobs on DASH contain all necessary information – full name, phone number, email address, complete mailing address, insurance information; adjuster, and contact information, claim number. Marketing information; agent name and contact information, source of job; insurance co. referral, web-site, google pay-per-click analytics, job summaries with customer information etc
• Upload new "documents" to DASH – including Xactimate estimates, authorization forms, certificates of completion, pictures, bills etc.
• Track technicians daily documentation, that must completed for every job - including notes on what was done, any issues, what equipment was set and pulled, moisture readings
• Review and make sure employees electronic time sheets are accurate for job sites as compared to vehicle tracking
• Answer calls and make appointments for customers
• Scan and email all job receipts and bills to our accounting department daily and upload receipts to their corresponding jobs on DASH and file
• Ensure credit cards, vehicles and keys and equipment are signed out and signed back in by technicians each time they are used
• Track monthly vehicle maintenance for fleet vehicles ex. - oil change due dates, etc.
• Create new job files. Make sure there are at least 20 copies of each job form required in our job files on hand in files and at least 20 finished files for each type of major job type we do: water, fire, mold, biohazard and contents and general cleaning, set up for new jobs.
• Onboard new employees as they are hired, including having complete sets of new employee paperwork ready to go, making sure all necessary appointments are made for occupational health including UA's as soon as they are hired, making occupational health appointments for OSHA respiratory questionnaire, gather immunization records or set them up for required shots, set up respirator fit testing, make sure all safety training manuals are read, understood, and signed. Make sure all new employees receive, read and sign off on Employee Manual pages, fill in the New Employee checklist and make sure all New Employee checklist items are completed within two weeks. Set up new employees with our accountant for payroll purposes by scanning and sending all relevant documents. Ensure all new employees are set up with a company Gmail account and DASH, MICA and T-sheet payroll sign-ins and access.
• Keep all job and company files organized, labeled, completed, and accessible and file them in the proper file locations. Set up new files for next year and store older years in the storage room
• Fill in job costing worksheets for completed jobs – using information you request from accounting, which will include information you have sent in to be recorded in QuickBooks ex. job expense receipts, subcontractor bills, and employee hours to track job profitability
• Collect subcontractor insurance certificates and 1099's and send our insurance certificates to management companies, etc. Make sure tax exempt forms and liability insurance forms are kept up to date and collected from every new subcontractor and updated on a yearly basis or as needed.
• Order and keep supplies on hand for office, shop supply, technicians, marketing, etc
• Update Constant Contact marketing site with new business card information, including address and contact information changes, and remove contacts when they are out of date
• Maintain and update each company spreadsheet as needed: such as, Password file, Customer contents storage units files, billing (paid and unpaid), yearly shop inventory, applicant tracking, employee uniform inventory and sizes, PPE inventory, etc.
• Type new spreadsheets for jobs as needed ex. pack-out sheets, contents cleaned, non-salvageable, etc.
• This is not an exhaustive list of duties and will include any and all other job duties as needed by the company; including items needed by the President, Operations Manager, Project Managers, Accountant, Marketing Manager and others

Education: Minimum requirements: Associate Degree or Equivalent Years of Experience

Experience: Minimum 4 years as an Administrative Assistant or Office Manager

Preferred Work Experience: Worked as an Administrative Assistant or Office Manager in a Disaster Restoration Company, Construction Company, or Insurance Office

Loyear Disaster Restoration Services offers very competitive wages: $22.00-$27.00 P/H DOE. Some overtime is available. Annual reviews with merit-based pay increases over time.

Benefits:

1/2 Paid Blue Cross Blue Shield Group Health Plan for all full time employees after 60 Day Waiting Period

401K payroll contribution after a 90-day probationary period. The company will match 2%.

Delta Dental Insurance-Voluntary after 60 Days

Vision Insurance- Fully Paid By Company after 90 Days

Life Insurance- Fully Paid by Company after 90 Days

Paid Holidays- 6 Nationally Recognized Holidays plus 1 floating day of your choosing after successfully completing the 90 Day probationary period.

Personal Time Off 5 paid days after 1 year of service, 10 days after 5 years of service, earlier PTO after Probationary Period negotiable depending on your experience.

Duluth Sick and Safe Time

$500.00 referral bonus for bringing in a new hire employee who successfully makes it through the 90 Day probationary period, becomes a full-time regular employee and remains with the company for 6 months.

To learn more about our company please see our web site for more information. www.loyearrestoration.com. Also please see our customer reviews on Angie's List, Google Business, Yelp and BBB A . Thank you!

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Education:

• Associate (Required)

Experience:

• Administrative Assistant: 4 years (Required)
• Microsoft Office: 4 years (Required)

License/Certification:

• Class D Driver's License (Required)

Ability to Commute:

• Duluth, MN 55811 (Required)

Work Location: In person