Office Manager and Estimator

Job Description:

Perform all job file coordinator tasks related to customer calls, job monitoring tracking, coordination, and audits of jobs. Create preliminary estimates and job file backup. Perform general office duties, such as drafting correspondence, filing, and creating reports.

Responsibilities:
• Monitor job file status and job file audit status
• Maintain job file WIPs
• Monitor and ensure client requirements are followed
• Review and validate initial field documentation
• Create preliminary estimate
• Daily job file coordination, including preparing job file reports, performing job file backup, and completing job file audit process
• Maintain internal and external communications
• Complete and review job file documentation for final upload and the audit process
• Perform job close-out

Qualifications:
• 2+ year(s) of administrative or office-related experience and business experience
• Experience in the commercial cleaning and restoration or insurance/service industry is desired
• Experience with writing estimates, job file processes, and quality assurance, a plus
• Outstanding written and verbal communication skills, including proper pronunciation and grammar, and a consistently courteous and professional tone of voice at all times
• Ability to remain calm and professional during tense or stressful situations
• Excellent organizational skills and strong attention to detail
• Very self-motivated and goal-oriented
• Capability to work in a fast-paced, team-oriented office environment
• Proficiency in Microsoft Office (i.e. Outlook, Word, Excel)
• Ability to learn new software, including Xactimate and proprietary software
• Minimum of HSD/GED, Associates/bachelor's degree preferred
• Ability to successfully complete a background check subject to applicable law

Primary Responsibilities
• Provide complete detailed scope and accurate estimate for the repairs, reconstruction and restoration per the plan of returning the property to preexisting conditions
• Negotiate with the insurance company to provide the best possible solution for our customer without compromising yours or the company’s integrity and reputation
• Be attentive to customers desires for possible changes to the scope of work, Provide the “Dream Time” change order at the start of the project as needed
• Prepare pre-construction document including contract documents, production file documents, selections information and allowances, Sub-Contractor and vendor purchase orders, Create first entries in Sub Vendor log. Work with Admin Assistant to get the job ready to start
• Present job and answer question regarding project to Production supervisor, Dept. manager, Admin Assistant and assigned lead carpenter or sub.
• Attend Pre Start meeting at job site as needed to make sure the hand off is smooth between sales, production and the customer
• Monitor the project for progress, invoicing, collections and need for change orders or supplement
• Participate in the Punch list process on larger jobs but make sure the process happens on all jobs to completely execute the job close out strategy
• Comply with all insurance company requirements and processes for repairs and reconstruction portions of projects
• Close out the project including:
• Close out job activities once they are completed• Review the payments, invoicing to make sure all have been received• Review Job Cost and Margins reporting as jobs are closed

  

Company and Culture: 

PuroClean, a leader in emergency property restoration services, helps families and businesses overcome the devastating setbacks caused by water, fire, mold, biohazard, and other conditions resulting in property damage. We operate with a ‘servant-based leadership’ mindset and seek to create an environment where our team members can grow both professionally and spiritually through serving our customers, communities, and each other. 

  

Job Position Description: 

With a ‘One Team’ mentality, manage production crews and job assignments as assigned while following PuroClean® production guidelines. Assign and coordinate jobs with the production crew, keeping the General/Operations Manager and Owner updated on all aspects of production. Supervise scheduling, coordination requirements for the job, completing job files and monitoring jobs from start to completion. Completing documentation in a timely manner and maintaining production costs at the established rate. Our Production Managers take pride in going above and beyond customer expectations in their times of need by providing a world class level of service which sets up apart from our competitors in the industry. 

  

Responsibilities: 

  

Qualifications: 

  

Benefits: