The Production Assistant is responsible for providing administrative support in a field office environment. The main function of this position will be to provide vendor management support to the Production Team and Project Managers. Exercises judgement within established guidelines to plan, prioritize and organize a diversified workload.
Requirements:
- Processing new leads and entry and maintaining job files, including audits for billing
- Monitoring, auditing and filing daily paperwork from the field
- Maintain customer files via digital database and physical file system
- Contacting clients, vendors, and insurance companies in a customer support role
- Setting up subcontractor purchase orders
- Set up all new vendors/subcontractors, ensuring each meets all BELFOR compliance requirements
- Vendor Management, research new vendors, update COI's, maintain supplier list, 1099 W-9 audits
- Act as back up to AP, AR, Billing and Payroll as needed for administrative support
- General administrative tasks, such as ordering supplies, FedEx shipments
- Assisting with travel needs such as hotel reservations and flight booking
- Miscellaneous management reporting
- Ensure all incoming and outgoing communication is representative of BELFOR Practices, Processes and Standards
- Other projects and duties as assigned
Experience and Qualifications:
- 2+ years general office administration experience
- Construction, restoration or insurance industry experience preferred
- G-Suite knowledge (Gmail, Sheets, Google Drive)
- Microsoft Office knowledge (strong emphasis in Word & Excel)
- English language literacy & fluency
- Ability to multitask in a fast-paced office environment
- Strong written and verbal communication skills
- Attention to detail and keen sense of safeguarding other people's property and information
- Comprehensive understanding of customer service principles and practices
- Ability to work under time constraints to meet specific obligations
- Strong organizational and data entry skills
Physical Requirements:
- Occasional lifting from 5-40 lbs, unassisted (from 0-15% of the time)
- Sitting for extended periods of time
- Manual dexterity needed for keyboarding and other repetitive tasks
- The ability to bend, crouch, or stand as necessary.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Disclaimer:
The statements herein are intended to describe the general nature and level of work being performed by employees, and are not to be construed as an exhaustive list of responsibilities, duties and skills required of personnel so classified.
