THE COMPANY:
Paul Davis is a leading North American network of contractors specializing in insurance restoration, with a rich history of growth and success. Founded in 1966 as a one-man operation, Paul Davis has since expanded into a vast network, with hundreds of offices now serving Canada and the United States. Our expertise lies in cleaning, preserving, and restoring properties and contents damaged by a wide range of perils, including fire, smoke, water, hail, wind, ground settlement, vehicle damage, vandalism, break-ins, and freezing.
We pride ourselves on providing valuable, risk-free services to a wide array of insurance companies, both large and small, as well as individual adjusters and agents across North America.
OVERVIEW:
The Administrative Support Coordinator is responsible for delivering all expectations of the Company. The Administrative Support Coordinator provides cross-functional administrative support to multiple departments, including Reception, Accounts Payable, Accounts Receivable, Client Care, and Timecard Administration. This position serves as operational backup during employee breaks, lunches, vacations, absences, and periods of increased workload while ensuring continuity of daily office operations. .
1. MAIN DUTIES / RESPONSIBILITIES:
General Responsibilities
- Perform all assigned responsibilities in accordance with Company policies, procedures, and operational requirements.
- Provide cross-functional administrative support to Reception, Client Care, Accounts Payable, Accounts Receivable, and Timecard Administration.
- Prioritize daily tasks to ensure continuity of office operations during employee breaks, lunches, vacations, absences, and periods of increased workload.
- Participate in Company and team meetings.
- Maintain electronic and physical filing systems.
- Open, sort, and distribute incoming mail in a timely manner.
- Maintain positive customer relations by responding to inquiries and resolving concerns promptly.
- Perform general administrative duties including filing, typing, scanning, and record keeping.
- Other duties as assigned.
Reception & Office Administration (Backup Responsibility)
- Act as the first point of contact for visitors and callers while providing professional and courteous customer service.
- Administer the Company email inbox.
- Delegate new assignments, create job files, and enter information into various software platforms.
- Issue invoices as assigned, process payments.
- Upload material samples for validation.
- Administer Equipment Tracking entries and ensure Customer Responsibility Forms are complete and accurate.
- Update Paul Davis Call Routing.
- Administer office supplies and maintain inventory.
Client Care Coordination (Regular Responsibility)
- Review assigned project files to assist in meeting Company and insurance carrier Key Performance Indicators (KPIs) and Service Level Agreements (SLAs).
- Follow up with Project Management Teams to ensure assigned administrative tasks are completed or complete in a timely manner.
- Collaborate daily with Project Management Teams to monitor job progress and support consistent service delivery.
- Enter and update information accurately in required software platforms, including but not limited to XactAnalysis, Proven Jobs, RMS, and Encircle.
- Maintain accurate electronic files by entering progress updates, uploading notes, photographs, and documentation within established timelines.
- Assist Project Management Teams with preparing job invoices.
- Prepare files for job closings.
Accounts Payable & Receivable Support (Backup Responsibility)
- Provide backup support for Accounts Payable and Accounts Receivable functions during employee absences or as operationally required.
- Process invoices, payments, receipts, and related documentation in accordance with Company procedures.
- Assist in maintaining accurate financial records and supporting documentation.
- Refer complex accounting matters to the appropriate accounting personnel.
Timecard Administration (Primary for assigned location; backup for other locations)
- Serve as the primary Timecard Administrator for the assigned location. Review technician timecards for accuracy and validate work orders prior to payroll processing.
- Provide backup Timecard Administration support for other Company locations during vacations, absences, or periods of increased workload.
- Escalate payroll-related discrepancies or complex issues to the appropriate Payroll personnel.
2. KNOWLEDGE, SKILLS AND ABILITIES
- Professional verbal and written communication skills.
- Strong interpersonal skills with the ability to work effectively with customers, coworkers, vendors, and other stakeholders.
- Excellent organizational skills.
- Ability to manage competing priorities, demonstrate a strong sense of urgency in responding to operational needs, and adapt to changing business and customer requirements.
- Sound judgment, professionalism, and attention to detail.
- Ability to work independently and as part of a team.
- Strong problem solving and critical thinking abilities.
- Commitment to providing professional and responsive customer service.
- Ability to learn quickly and adapt to industry-specific software including XactAnalysis, Proven Jobs, RMS and Encircle, or other software as required.
- Proficiency in Microsoft Office 365 products such as but not limited to: Excel, Word, Outlook.
- Capability to use Adobe Acrobat and other related products.
- Ability to type a minimum of fifty (50) words per minute with 95% accuracy.
- Excellent verbal and written communication skills with a strong command of grammar, spelling, and punctuation.
- Ability to proofread written correspondence for accuracy and errors.
3. PHYSICAL DEMANDS
- Frequently sitting, standing, walking, bending, stooping, kneeling and reaching.
- Capability to handle repetitive physical movements.
- Regular use of computers, mobile devices, telephones, tools, equipment, and other workplace technology, as applicable.
- Ability to lift and carry items weighing up to twenty-two (22) kg.
- Maintain concentration and perform work in a fast-paced environment with frequent interruptions and competing priorities.
- Communicate professionally in person, by telephone, and electronically.
4. WORKING CONDITIONS
- Work in office or other locations as operational requirements dictate.
- Work evenings, weekends, holidays, and overtime when necessary to meet operational requirements.
- Participate in the Company's emergency response and catastrophe (CAT)program.
- Respond to emergency situations, severe weather events, natural disasters, or other business disruptions.
5. HEALTH AND SAFETY RESPONSIBILITIES
- Follow all health and safety policies.
- Use required personal protective equipment.
- Report hazards and incidents.
- Participate in safety training.
6. QUALIFICATIONS:
EDUCATION:
a. Required:
- Minimum successful completion of High School Diploma.
b. Preferred:
- College Diploma or Certificate in Business Administration or related field.
EXPERIENCE
a. Required:
- Minimum three (3) years of experience working as a project coordinator or in an administrative office environment.
b. Preferred:
- Experience with insurance restoration software tools is an asset.
CERTIFICATIONS / LICENCES
a. Required:
- Valid full G driver’s license with a clean driver abstract.
b. Preferred:
- First Aid CPR.
- Joint Health and Safety Committee Part 1 and 2.
7. GENERAL PROVISIONS:
- This job description describes the general nature of the position.
- It is not intended to be an exhaustive list of duties.
- Duties may change based on operational requirements.
- Other duties may be assigned as required.
Hours of Work
Monday to Friday 9:00am- 5:00pm
with 1/2 hour unpaid lunch
Benefits available after successfully passing the 6 months probational period.
We require employees to be available outside of regular hours occasionally (when weather events occur) with ample notice, as our business involves providing essential emergency services.
Please Note : Only selected candidates will be contacted. Selected candidates will be asked to complete a series of skill tests at some point of the interview process.
Job Types: Full-time, Permanent
Pay: $20.00-$23.00 per hour
Benefits:
- Company events
- Dental care
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- RRSP match
- Vision care
Application question(s):
- Is this an internal application? (An internal application means you are currently actively employed by Paul Davis of Windsor-Essex, Chatham-Kent, or Sarnia-Lambton).
- Have you been referred by a current and active employee at any Paul Davis location in Windsor-Essex, Chatham-Kent, or Sarnia-Lambton? If so, please provide the name of the employee who referred you.
- Do you currently require sponsorship to work in Canada?
Education:
- Secondary School (required)
Experience:
- Administration: 3 years (required)
- appointment scheduling: 3 years (required)
- working in Microsoft Office: 3 years (required)
- customer service: 3 years (required)
- working in a fast-paced environment: 3 years (required)
Language:
Work Location: In person
