Executive Assistant / Restoration Operations Coordinator - Xactimate Experience Preferred

Key Responsibilities

• Executive Assistance: Manage email s, answer and make phone calls, schedule appointments, handle customer communication, and assist the owner with daily tasks.
• Job Management: Track active restoration projects, update job statuses, organize documentation, and manage our custom-built CRM system.
• Xactimate & Estimating: Write water mitigation estimates, assist with reconstruction estimates, review scopes of work, and coordinate with our estimators.
• Insurance Communication: Contact insurance adjusters, follow up on claims, track approvals, and coordinate estimate revisions and supplements.
• QuickBooks & Invoicing: Create and send invoices, track outstanding balances, follow up on payments, and assist with accounts receivable.
• Employee Coordination: Communicate with field technicians and project managers, request missing documentation, and ensure tasks are completed on time.
• Customer Service: Serve as a point of contact for customers, provide project updates, respond to questions, and coordinate scheduling.
• Office Administration: Organize company records, manage calendars, coordinate subcontractors, prepare reports, and handle additional administrative responsibilities as needed.

Qualifications

• Excellent written and spoken English.
• Strong communication, organization, and multitasking skills.
• Comfortable speaking with U.S. customers over the phone.
• Experience with administrative work, customer service, or project coordination.
• Ability to work independently, take initiative, and solve problems.
• Comfortable learning new software and systems.
• Reliable internet connection and quiet workspace.
• Available to work U.S. Eastern Time business hours.

Preferred Experience (Not Required):

• U.S. restoration, construction, or insurance industry.
• Xactimate estimating (water mitigation preferred; reconstruction is a plus).
• QuickBooks Online.
• Encircle or other restoration management software.
• Insurance claims handling and accounts receivable.

Previous experience with SERVPRO, PuroClean, ServiceMaster, Paul Davis, or similar restoration companies is a major advantage.

We are willing to train the right individual, but previous industry experience is strongly preferred.

What We Offer

• Long-term, full-time employment.
• Competitive compensation based on experience.
• Direct communication with the company owner.
• Training and opportunities for professional growth.
• Opportunity to become an important part of a growing U.S. company.