Office Administrator | Office Operations & Communications Coordinator
First Call Restorations Full-Time | In-Office
Are you the person who naturally sees what needs to happen next?
Do you love creating order out of chaos? Are you someone who notices the details other people miss, anticipates what a team will need before they ask, and takes pride in creating systems that make everything run better?
Do you enjoy working with people, solving problems, creating organization, and being the person everyone knows they can count on?
If that sounds like you, we may have a place for you at First Call Restorations.
We are looking for an exceptional Office Administrator | Office Operations & Communications Coordinator to join our growing team.
This is an important role within our company. You won't simply be answering phones and completing a checklist. You will help own the administrative environment of our business, support our leadership and project teams, improve systems and workflows, contribute to our company culture, and help tell the First Call story through social media and content creation.
ABOUT FIRST CALL RESTORATIONS
At First Call Restorations, we understand that restoration is about much more than repairing buildings.
We're helping people through some of the most difficult and unexpected moments they experience.
Our job is to bring professionalism, compassion, organization and solutions when people need them most.
We are a growing restoration company with a strong team culture, high standards and a commitment to doing things properly since our inception 2001.
As we continue to grow, we're looking for people who want to grow with us.
ABOUT THE ROLE
The Office Administrator | Office Operations & Communications Coordinator will be the organizational hub of our office.
You'll work closely with our Owner, General Manager, Project Managers, Project Management Assistant, Bookkeeper and field team.
Your role will be to make sure:
The right information gets to the right person, at the right time, in the right place—and nothing important falls through the cracks.
You'll bring structure to the day-to-day operation of the office while continuously looking for ways to improve how we work.
WHAT YOU'LL BE RESPONSIBLE FOR
Office Operations
- Manage the day-to-day administrative operation of the office
- Maintain a professional, organized and welcoming office environment
- Manage incoming calls, emails and general inquiries
- Coordinate office supplies, equipment, mail and general office needs
- Maintain organized electronic and physical filing systems
- Coordinate meetings, calendars and administrative deadlines
- Maintain administrative checklists, tracking systems and procedures
- Identify administrative gaps and create solutions
- Organize, plan and attend employee and industry related functions
- Organize and book presentations and stakeholder meetings for Management
Systems, Organization & Workflow
This is a particularly important part of the role.
We're looking for someone who doesn't simply say:
“That's how we've always done it.”
We want someone who thinks:
“There has to be a better way.”
You'll be expected to:
- Create and maintain administrative systems
- Develop workflows, checklists and templates
- Identify inefficiencies and bottlenecks
- Create systems that prevent things from falling through the cracks
- Improve documentation and information flow
- Track outstanding tasks and follow-ups
- Help standardize processes across the office
- Look ahead and anticipate what the team will need
You don't just fix the problem—you look for a way to prevent it from happening again.
TEAM & HR ADMINISTRATION
You'll help create an organized and positive employee experience.
Responsibilities include:
- New employee onboarding administration
- Employee documentation, files and offboarding
- Training and certification tracking
- Vacation/PTO administration
- Employee milestone tracking
- Coordinating uniforms, equipment and access
- Assisting with employee communications
- Supporting employee recognition and company events
- Maintaining confidentiality and professionalism
You will work closely with management on employee administration, while employment decisions and employee relations remain with management.
CUSTOMER SERVICE
Restoration can be stressful for customers.
Sometimes the person answering the phone is the first person who helps someone feel like everything is going to be okay.
We're looking for someone who understands that.
You'll:
- Answer customer inquiries professionally and compassionately
- Ensure customers are directed to the right person
- Follow up on administrative requests
- Recognize when an issue needs to be escalated
- Communicate calmly when situations are stressful
- Represent First Call with professionalism and care
We don't want transactional customer service. We want human customer service.
SOCIAL MEDIA & CONTENT CREATION
This role also has a creative side.
You'll help manage and grow First Call Restorations' social media presence and tell the story of our company.
This includes:
- Creating and maintaining a social media content calendar
- Creating and scheduling posts
- Writing engaging captions
- Taking photos and videos
- Gathering project and team content
- Showcasing completed restoration projects
- Highlighting our employees and company culture
- Creating educational restoration content
- Creating recruitment content
- Supporting community and company initiatives
- Monitoring comments and messages
- Maintaining consistent branding and messaging
We're looking for someone who can look at an ordinary day and think:
“That's a great story.”
You don't need to be a professional photographer or social media influencer.
But you do need to be creative, curious and comfortable creating content.
FINANCIAL ADMINISTRATION SUPPORT
You will work alongside our Bookkeeper, rather than being responsible for full-cycle bookkeeping.
You'll help ensure the administrative side of financial processes stays organized by:
- Routing invoices and supporting documentation
- Following up on missing information
- Maintaining organized documentation
- Supporting AP/AR administration
- Coordinating information between Project Managers and the Bookkeeper
- Helping identify documentation issues affecting billing
Our Bookkeeper will remain responsible for accounting, payroll, reconciliations, tax filings and financial reporting.
THE PERSON WE'RE LOOKING FOR
More than anything, we're looking for the right person.
You may be a great fit if you are:
Intuitive
You naturally notice what needs to happen next.
Proactive
You don't need someone standing over you telling you what to do.
Organized
You create order, maintain systems and don't let things disappear into the cracks.
Detail-oriented
You notice when something doesn't look right or isn't complete.
A problem solver
You look for solutions rather than reasons something can't be done.
Systems-minded
You enjoy creating better ways of doing things.
Compassionate
You understand that customers and employees are people first.
Customer-service focused
You genuinely care about the experience people have with our company.
Creative
You're comfortable creating social media content and finding stories worth sharing.
Resourceful
You can figure things out.
Professional
You understand that your communication represents the company.
A team player
You want the people around you to succeed.
WHAT YOU BRINGRequired:
- 3+ years of administrative, office coordination or similar experience preferred
- Excellent organizational and time-management skills
- Strong written and verbal communication
- Exceptional attention to detail
- Strong computer skills
- Proficiency with Microsoft Office or Google Workspace
- Ability to manage multiple priorities
- Ability to work independently
- Strong customer-service skills
- Ability to maintain confidentiality
- A proactive, solutions-oriented mindset
Assets that may set you apart:
- Restoration or construction industry experience
- Experience with project management
- Experience with Xactimate/XactAnalysis
- Social media management experience
- Canva or similar design experience
- Photography/video/content creation experience
- HR administration experience
- QuickBooks experience
WHAT WE OFFER
At First Call Restorations, we believe good people deserve to work somewhere they are valued, respected and given the opportunity to grow.
You'll have the opportunity to:
✔ Be part of a strong and supportive team
✔ Have meaningful ownership over your role
✔ Help build and improve company systems
✔ Develop your skills and career
✔ Work in a fast-paced and varied environment
✔ Make a meaningful difference for customers
✔ Contribute to our company culture
✔ Be part of a growing organization with bigger goals ahead
THIS ROLE IS FOR YOU IF...
You enjoy being the person who:
✔ Has the answer
✔ Finds the answer
✔ Notices what's missing
✔ Remembers what everyone else forgot
✔ Creates the checklist
✔ Improves the process
✔ Calms the customer
✔ Helps the team
✔ Gets things done
And perhaps most importantly...
You take pride in making things better than you found them.
THE OPPORTUNITY
This is a role with room to grow.
As First Call Restorations continues to expand, we're looking for someone who wants to grow alongside the company and take increasing ownership of office operations, systems, communications and company culture.
If you're looking for a job where you simply complete the tasks you're given, this probably isn't the position for you.
If you're looking for an opportunity to make an impact, build systems, solve problems, support great people and help shape a growing company, we'd love to hear from you.
APPLY TODAY
Please submit your resume through Indeed.
We'd love to hear why you think you'd be a great fit for First Call Restorations.
First Call Restorations
Great people. Strong team. Bright future.
We restore more than property. We restore peace of mind.
Pay: $22.00-$35.00 per hour
Expected hours: 44.0 per week
Benefits:
- Casual dress
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- On-site parking
- Paid time off
- Vision care
Work Location: In person
