Administrative Assistant at SERVPRO of Vacaville / Dixon in NJ-Cliffwood -07721

Job description

• We're looking for an organized, detail-oriented Administrative Assistant to be the backbone of our team. This position is the first step in our Job File Coordinator career path, providing an opportunity to learn the restoration and insurance industry while supporting our mitigation and reconstruction teams.
• In this role, you'll help keep projects moving by managing documentation, scheduling, and communication that are critical to successful fire and water restoration projects. You'll work closely with Project Managers, Job File Coordinators, customers, insurance adjusters, and vendors to ensure every project stays organized, every deadline is met, and every customer receives exceptional service.
• If you're highly organized, enjoy helping people, and are looking for a career—not just a job—we'd love to hear from you.

Responsibilities

• Keep job files organized, accurate, and compliant with insurance carrier and company standards
• Track project milestones, change orders, permits, authorizations, and required documentation
• Communicate with customers, insurance adjusters, vendors, and internal team members to keep projects moving smoothly
• Support Project Managers with scheduling, documentation, billing preparation, and administrative coordination
• Review job files for accuracy and completeness before billing and audits
• Monitor multiple active projects while ensuring deadlines and service standards are met
• Help deliver an outstanding customer experience from first notice of loss through project completion

Requirements

• Experience in construction, restoration, insurance, property management, or administrative support is preferred, but not required
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Comfortable using Microsoft Office and learning new software systems (experience with restoration software or Xactimate is a plus)
• Detail-oriented, dependable, and able to thrive in a fast-paced environment
• Someone who takes pride in getting the details right, follows through without being asked, and genuinely enjoys helping people during stressful situations

Skills

Required

• Organized
• Detail-oriented
• Dependable
• Thrives in a fast-paced environment
• Takes pride in getting details right
• Follows through without being asked
• Microsoft Office
• Restoration software (preferred)
• Xactimate (preferred)

Benefits

• Health insurance
• 401(k) matching
• Bonus based on performance
• Competitive salary
• Dental insurance
• Opportunity for advancement
• Paid time off
• Vision insurance
• A clearly defined career path into our Job File Coordinator program with opportunities for advancement
• Comprehensive, hands-on training in the restoration and insurance industry
• Medical insurance available after eligibility requirements are met
• Company-paid employee dental, vision, and life insurance
• 401(k) with company match
• Paid Time Off (PTO), paid sick time, and paid holidays
• A supportive, team-oriented culture where your contributions are valued
• The opportunity to make a meaningful difference by helping families and businesses recover after fire, water, mold, and storm damage
• Compensation: $45,000.00 - $55,000.00 per year