Reporting to the General Manager, the Project Manager Assistant (PMA) will assist in planning and directing activities of restoration projects to ensure goals are accomplished within a prescribed time frame. This includes managing the phone lines, job creation, and overseeing administrative tasks.
DUTIES & RESPONSIBILITIES
The following is a list of the essential duties and responsibilities of this job. The tasks and the time spent performing each task may vary as business needs require. ServiceMaster Restore maintains the right to modify job duties and responsibilities at its discretion.
Scheduling
Complete projects or assignments assigned while ensuring customer satisfaction through a timely restoration process
Coordinate the PM's schedule, construction/repair schedules, material schedules, and communicate updates to stakeholders
Communicate with clients and vendors as necessary to advise of projects and/or schedules updates
Scheduling meetings and site visits for the PM to homeowners, insurance adjusters, and trades vendors
Communications
Communicate and coordinate project activities between the PM, internal staff, crew, sub-contractors and clients
Notify the PM of new or cancelled claims indicating dates, timelines, and details of the any losses
Receive and respond in a timely manner to any incoming calls
Administration
Prepare requests for quotes, purchase orders, work orders, notices of commencement, supporting documentation for cost breakdown and other documents for jobs as needed
Manage general administrative tasks, including answering telephones, responding to emails, and maintaining organized filing systems.
Oversee job creation, job notes, and job documentation within company systems.
Prepare daily crew activity reports and provide updates to the Operations Manager.
Participate in payroll process.
Coordination of the recruitment and hiring process, onboarding process.
Coordinate and distribute communication for customer-related work (e.g., clients, adjusters, insurance representatives).
Ensure the smooth flow of administrative support for field and office operations.
Maintain WHMIS training records and ensure relevant staff certifications are up to date.
Collaborate with the Operations Manager to plan and coordinate training schedules.
Initiate and update client records, including, creating files for all quote claims, maintaining client files, and ensuring all documents are scanned and accounted for.
Become familiar with all company software usage (Restore, Xact, Symbility, Encircle,Matterport, Drytrack, etc.).
Compile accurate job costing sheets for accounting purposes based off of estimates completed by the PM, costings sheets, and purchase orders
Complete invoicing form in the required format and distribute in a timely manner
Initiate and update client records, including, creating files for all quote claims, maintaining client files, and ensuring all documents are scanned and accounted for
Document details of all other major occurrences in the scope of the project, including emergencies, structure scopes, estimates, letters to clients and adjusters, as per the PM's direction
General
Maintain professional conduct and appearance in all client facing activities
Establish positive rapport with clients when possible
Provide an exceptional level of service that exceeds the expectation of the client
Conduct all work in accordance with company safety policies
Adherence to all company workplace policies
Perform other duties as may be required
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty listed above satisfactorily. The requirements listed below are representative of the knowledge skills and abilities required. Employees who do not possess the requirements for a job at the time of hire are expected to attain the skills, knowledge and abilities required within a specified period of time as agreed upon, in writing, with the Manager and/or Franchise Owner. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Characteristic and Ability Requirements
Ability to coordinate effectively with the PM and stakeholders involved in projects
Effective communication skills both written and verbal
Ability to engage clients and deliver excellent service
Thorough decision making skills
Highly organized, strong attention to detail and ability to multi-task
Demonstrated sound work ethics
Proven ability to build and maintain strong working relationships
Flexible, adaptable and able to work effectively in a variety of settings
Operates with honestly and integrity with a genuine desire to make valuable contributions to the team
Works well independently and in a team environment
Educational Requirements
Education Required: High School Diploma
Other Education/Certification/Training preferred: n/a
Work Experience Requirements
Work experience required: Minimum of one (1) years of experience in a project support or related role. Experience in construction and/or restoration is preferred.
Job related experience required: n/a
Technical Requirements
Equipment: Office Equipment (copiers, scanners, printers, faxes, etc.)
Software: Knowledge and experience of MS Outlook, MS Word, MS Excel, MS Access
Other: n/a
Physical Requirements
This position requires a low level of physical exertion. Moderate intensity of sensory effort is required.
Working Conditions
There is a low risk of exposure to adverse working conditions.
Time will primarily be spent in an office environment during regular office hours. There may be requirements to work outside of regular hours to attend to important matters and/or work offsite occasionally.
