Administrative Specialist

7 months ago

Saskatoon, Canada Rainbow Restoration Full time

Are you an eager self-starter that loves systems and improving efficiency? Do you have excellent communication skills with supervisors, employees, and customers and are able to effectively manage a variety of situations on a day-to-day basis? Are you skilled at using up-to-date technology to drive processes and systems in a fun fast-paced office environment?

As an Administrative Specialist, you will be front and center of office and business operations, providing administrative support services and maintaining office systems, procedures, and policies. You will ensure that the daily office operations functions smoothly and that the highest quality customer service is delivered by office staff. And most importantly with all team members at Rainbow Restoration, you’ll help people when they need it most

If you’re ready to start a career where you do something different every day and enjoy knowing that you’re making a difference in the lives of our customers and team members, we want to talk to you

**Your Responsibilities as a Administrative Specialist**:
You’ll be a key component of our team responsible for following systems, executing procedures, holding the team accountable and reporting daily and weekly updates. As you grow in experience, here are some of the things you will do:

- Receive incoming calls, from clients, vendors, insurance companies, and field staff
- Communicate with customers throughout restoration process
- Notify customers of service call status and follow up with customers after work is complete
- Clerical duty as required including customer and job data entry
- Manage an organized filing system, upload and keep records of important data
- Keep track of Technician's hours and daily tasks on QuickBooks T-Sheets
- Manage office and shop inventory
- Post new job openings and manage incoming resumes
- Onboarding of new employees
- Take office meeting minutes
- Support and co-ordinate office staff to maintain the smooth flow of incoming jobs from start to finish
- Manage safety paperwork

**Requirements**:

- Fluent in English
- Knowledgeable in Microsoft Office suite and various communication platforms
- Ability to learn and use software programs such as Encircle and T-Sheets
- Certificate or Diploma from a recognized Secretarial/Administration program
- Be detailed orientated
- Able to prioritize work loads
- Excellent written and verbal communications skills
- Strong organizational skills with the ability to multi-task
- Experience in an office administrative role is required

**How to be Successful as an Administrative Specialist**:
Your success as an Administrative Specialist is entirely within your control.

We won’t sugarcoat it; we deal with emergencies With emergencies comes high stressed customers, who, at times may need empathy and reassurance that everything will be ok. Exceptional communication in all situations will be important.

**You’ll be a great fit to grow in this role if**:
You know how to provide exceptional customer service. You show empathy for the customer, you are friendly, and you are always professional in both your appearance and your attitude.

You have great attention to detail. This is key to ensuring that the detailed documentation of a loss are accurate and complete. Using the latest systems and technology to document and process jobs, ensures that we do projects right the first time every time.

You are a team player. As part of a team passionate about helping others, you must be dedicated to excellence and ready to step up and help, no matter what.

You are positive and have a resilient attitude. You find excitement in the unknown and are eager to show up on time to do what it takes to get the job done.

**This is a full-time position with salary commensurate with work experience.**

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